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QuickBooks
User Guide

Point of Sale 2013


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DO NOT connect hardware until prompted by the
Hardware Setup Wizard after installing Point of Sale!
Install and Setup Sequence
1. Install Point of Sale 2. Start Setup Interview
3. Connect Hardware and Complete Interview
4. Ring Up Sales! 5. Next Steps
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Before You Begin
All Installations
Ensure your workstation meets the minimum system requirements listed at the
end of this guide
Sign on to Windows with Administrator rights before installing
Install the latest updates for your frewall software. Typically, this is done by
right-clicking on the frewall icon in your task tray and selecting the option to
check for updates.
If installing on multiple workstations, ensure they are properly networked; contact
a qualifed network technician if you need networking help
If integrating with QuickBooks Accounting software, review the QuickBooks
Integration tab before beginning
New Single-Store Installations
1. Gather the following information:
Applicable sales tax rate(s) and the name of the agency to which they are paid
Other helpful information to have:
Names, contact information, account numbers, balances, etc., for existing
vendors, customers and employees
Current on-hand counts, costs and prices for existing inventory items
Dont worry if you dont have all this information now. You can still install and
enter the information later.
2. Follow the order of the tabs in this guide.
Upgrading from a Previous Version
Select the Upgrade Prior Version tab for instructions specifc to you
New Multi-Store Installations
1. Review the information on the Multi-Store tab.
2. Gather the following information:
The information shown for single-store installations
Names, addresses and phone numbers for each store
Point of Sale license number and Store Exchange communication
method for the Server Workstation at each store
3. Follow the order of the tabs in this guide.
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About Firewalls
Firewalls are an important part of an overall data protection
strategy. With the latest updates, most major software
frewalls will be automatically confgured to allow Point of Sale
operations. Likewise, the frewall included in Windows

XP/
Vista/7 is detected and automatically confgured when you frst
run Point of Sale.
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Installing Point of Sale on the
Server Workstation
Choosing a Server Workstation
One computer in your store must be made the Server Workstation. This computer
performs all Point of Sale activities, plus:
Creates and stores the Point of Sale company data fle
Manages your Point of Sale registration and user licenses
Connects to and exchanges data with QuickBooks accounting software
In a multi-workstation environment, it must be running to use Point of Sale
on any workstation
To install Point of Sale on the Server Workstation:
1. Close all running programs, except Windows.
2. Put the Point of Sale CD in your CD-ROM drive.
If the installation doesnt begin automatically, locate and double-click
the setup.exe fle on the CD
3. Follow the onscreen prompts:
Enter the License and Product numbers from the CD holder or provided to
you by a sales agent
Choose how many computers Point of Sale will be installed on at this location.
If installing on only one computer, go to step 4.
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4. If prompted, restart your computer and then launch Point of Sale.
Point of Sale will automatically install other required applications contained on
the CD, if necessary. See requirements on back cover.
Creating Your Company Data
On startup, Point of Sale displays options for opening or creating a company data fle.
1. Select New Company File.
2. Enter a unique name for your company data and click OK.
If a multi-store installation, also enter your Store type, Headquarters or Remote
and store number
(Note: Install only one Headquarters store)
3. When prompted, select a workstation number
(1 is suggested for the Server Workstation).
4. Click OK.
Point of Sale creates your company data fle; which may take a few minutes.
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Registering Point of Sale
Point of Sale must be registered on the Server Workstation or it will cease to
function on the 6th day after installation.
1. When prompted, select Register Now.
2. Follow the instructions to register online (alternatively, you can register by
phone).
After registering, your workstation type and license/product numbers can be viewed
by selecting About Point of Sale from the Help menu. You will need to provide
these numbers if contacting Intuit for support or to purchase additional user
licenses.



About Point of Sale Licensing
Point of Sale can be installed on multiple workstations using a single license number.
However, in that case, only one of the workstations can run Point of Sale at one
time. For multiple workstations to run the program concurrently requires multiple
user licenses (additional licenses sold separately).
With multiple user licenses, the Server Workstation acts as the license manager,
checking licenses in and out to the other workstations. As many workstations can be
using the program concurrently as you have purchased user licenses, up to twenty
in a store.
The Server Workstation must be running for any workstation to run Point of Sale, but
only uses a license itself if it also has Point of Sale open.
Instructions for adding Client workstations can be found on the Add
Workstations tab
For additional information about Point of Sale licensing, search the in-product
Help index by keyword licensing
Benefts of Registering Point of Sale
You are encouraged to register Point of Sale promptly. Besides keeping your
software functional, registration provides access to valuable online features.
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The Setup Interview is automatically launched and will help you confgure basic Point
of Sale options for your business.
Notes about the interview:
If you are not prepared to complete a page, skip it and come back later (select
Setup Interview from the File menu)
Most of the choices you make can be changed later
Use the Tell me more links on each page for answers to frequently
asked questions
More advanced options can be set up later in either Company or Workstation
Preferences (accessed from the File menu)
Whats important about interview pages?
Your Company
The company information you enter is printed on sales receipts and other documents
created in Point of Sale.
Completing the Setup Interview
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Sales Tax
If you charge sales tax, answer Yes and enter the total sales tax rate and the agency
to which you make your tax payments.







Other Sales Tax Options
Point of Sale offers several advanced sales tax options, such as:
Different rates based on item type, customer location or unit price thresholds
Collecting and paying taxes to multiple agencies
Removing taxes on sales to tax-exempt customers
And others to help you meet local taxing requirements
If you need to set up more advanced sales tax options, enter the tax rate you most
often charge on this page and then, after completing the interview, set up other tax
options in Company Preferences.
More information on sales taxes can be found on the Setup Inventory tab.
Payments*
Learn about the Intuit Payments Account which allows you to easily accept credit
and debit cards.
If you already have an Intuit Payments Account for your Point of Sale software,
simply log in with your ID and password to link your account to your new software.
For more information, select the Payments or Gift Cards tab.
Gift Cards*
Learn about the Intuit Gift Card service which allows you to easily accept gift cards.
If you already have an Intuit Gift Card Account for your Point of Sale software,
simply enter your account number to link your account to your new software.
For more information, select the Payments or Gift Cards tab.


*Both services are optional, require application approval and additional fees apply.
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Connecting Hardware
Point of Sale hardware is available directly from Intuit or you can purchase
compatible hardware from other sources.
If you purchased hardware from a source other than Intuit, verify it is on the
Point of Sale compatible hardware list and have any instructions or driver discs
that came with the hardware on hand. The list is available online at
support.quickbooks.intuit.com and enter INF16088 in the search box.
For detailed hardware connection instructions, refer to individual hardware
setup guides.
Hardware Port Notes
Ensure you have the required number and correct type of computer ports for the
hardware you are installing. For example, the USB hardware bundle sold by Intuit
requires three USB ports.
If more USB ports are needed, purchase a powered USB hub. Check your
computer manufacturers specifcations for the correct type of hub to purchase.
Installation of some USB devices is specifc to the port in which it is plugged at
the time of installation. If you later move the connection to another USB port,
your device may stop working. We recommend you make a note of the ports
used and always plug these devices back into the same port.
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The Hardware Setup Wizard is included as part of the Setup Interview and will walk
you through connecting and confguring your hardware.
Do not connect hardware to your workstation until instructed to do so by
the wizard
You can return to the wizard anytime from the Setup Interview.
To Set Up Your Hardware:
1. Select the Hardware tab from the Setup Interview
2. For each piece of hardware you wish to set up, click on the setup button to
launch the wizard. Follow the onscreen instructions to connect, confgure and
test each piece of hardware.









If installing non-Intuit hardware, you may be prompted to use the
manufacturers CD. When done, return to the Setup Wizard and continue.
Confguring an Inkjet or Laser Printer
1. Select the Hardware tab from the Setup Interview.
2. For printer installation, click on the Windows printer setup button to launch
the wizard. Follow the onscreen instructions to connect, confgure and test
the printer.
The Hardware Setup Wizard
What if my hardware stops working?
If your hardware stops working in the future, you can use the Hardware
Troubleshooter to pinpoint the cause and get it working again.
From the Point of Sale Help menu, select Hardware Troubleshooter and
follow the prompts.
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Getting Started Guide
The Setup Interview helped you to confgure basic program options.
The recommended next steps for your business are:
Set Up Inventorycreate departments and add your vendors and
inventory items
Customize Point of Saleadd employees, assign security rights, set up
sales tax options and defne printing options
Complete Routine Tasksreceive and sell merchandise, run reports and
share data with QuickBooks accounting software
Use with QuickBooks Accounting Software
QuickBooks Point of Sale is designed to share data with QuickBooks
accounting software.
If you are ready to integrate now, follow the steps in the QuickBooks
connection wizard. The wizard can be found in the Financial Center under
the Financial menu.
Next Steps
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Do you have data you can import into Point of Sale?
Getting your vendor, item and customer records entered into Point of Sale
is, without doubt, the most diffcult challenge in getting up and running with
Point of Sale.
If you already have this information, Point of Sale can help make this
unavoidable chore much easier and faster.
There are two ways existing data can be imported:
1. Import data from your QuickBooks accounting software
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2. Import data from an Excel spreadsheet or text fle
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Select the Import Data tab to learn more about these options.
1 Works with any Intuit QuickBooks Pro or Premier (20092012) and Intuit QuickBooks Enterprise
Solutions (Version 9.012.0). Sold separately.
2 Requires Microsoft Excel 2000, 2002, 2003, 2007 or 2010.
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Setting Up Inventory
Planning your Departments
In Point of Sale, inventory is categorized
into departments. A well-planned department
structure helps monitor sales performance,
manage inventory and run meaningful reports,
allowing you to make informed
buying decisions.
Carefully planned departments will also save you data entry time and give you greater
fexibility when conducting a physical inventory, modifying prices and printing tags.
Tips for planning your departments:
Adding departments should be the frst task completed in setting up inventory;
department tax codes and proft margins are automatically associated with new
items added to the department.
There is no right number of departments. If you want to compare the performance
of two groups of items, each should be assigned to its own department. On the
other hand, having too many departments makes it diffcult to consolidate data
on your reports.
Adding or Importing Vendors
Each vendor from whom you purchase merchandise should be set up in Point of Sale.
As you add items in inventory, you associate them with a vendor, allowing Point of
Sale to automatically add vendor account numbers, terms, and order costs to purchase
orders and receiving vouchers and build a history for the vendor, easily viewed from the
vendor record.
If you have vendor records in another
application or Excel spreadsheet, you
may be able to import them to Point of
Sale. Select the Import Data tab for
more information.
Using Price Levels (Optional)
Each item can have a regular price and up to four alternate price levels, allowing you
to offer different prices to qualifying customers.
If you plan to use price levels, defne them now and Point of Sale will calculate the
prices at each level for you as you add your items to inventory.
Setting up your inventory can help you maximize proft while minimizing your
investment of time and money.
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Sales Tax Options
During the Setup Interview, you entered one sales tax rate and the agency to which you
pay sales taxes. If necessary, you can set up other sales tax options in company preferences.
The sales tax codes, locations and taxing instructions you set up can then be associated
with inventory items and customers, so the correct sales tax is collected on sales.
The Sales Tax page of company preferences opens with the help sidebar displayed:
Use the Add or Edit buttons to set up sales tax codes and locations and defne taxing
instructions for each.
Sales tax codes allow you to collect tax based on what merchandise is sold
Sales tax locations allow you to use different taxing instructions for each tax code
based on where the merchandise is sold or where the customer is located
Adding or
Importing Items
Each item added to
inventory must be unique
in the combination of item
type, department,
description, size and
attributes you enter.
Tips for entering items:
For merchandise items, select Inventory as the item type
Department and Item Name are required felds
If entering new items not yet received, leave the On-Hand Quantity feld empty.
Point of Sale will update this feld
If using department margins to calculate prices, enter the item cost but leave
price felds empty. Point of Sale will calculate the prices when the item is saved
or received.
Press F1 on the item window to learn more about adding items
If you have existing item records in QuickBooks accounting software, an
Excel spreadsheet, or a text fle, Point of Sale can import those records for you.
Go to the Financial Center from the Financial menu for more information.
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Importing Data
Point of Sale offers two importing options that can greatly reduce your initial data
entry time. Importing not only saves time, it also helps avoid data entry errors that
can occur with manual entry. Using these tools, you can import existing customer,
vendor and item records.
Using the Data Import Wizard
The Data Import Wizard can be used to import data you have exported from another
software application, received from a vendor, or have in an Excel spreadsheet or text
fle (text fles must be saved with the .csv extension). Point of Sale provides a default
Excel template or you can custom map felds from your own fle to the felds in Point
of Sale.
1. From the Point of Sale File menu, select Utilities > Import.
2. Follow the onscreen prompts to specify the type of data and fle format for
the import.
Default Template: Enter (or copy and paste) your data to the appropriate
columns of the template
Custom File: Follow the onscreen instructions to indicate how the data will be
imported to Point of Sale
3. Specify other import options, as available, and then start the import.
Additional information is included on the default template or can be accessed by
selecting Help from within the wizard.
Importing from QuickBooks Accounting Software
Importing from QuickBooks is enabled after you have established the connection
between the two programs. Review the QuickBooks Integration tab for an overview
of integration.
Importing QuickBooks vendors and customers
Active QuickBooks vendors and customers are automatically imported with every
data exchange.
If you do not want a customer or vendor imported, mark them as Inactive in
QuickBooks before your frst data exchange
After the initial exchange is completed, review the imported customer and vendor
records and edit them as necessary to take advantage of Point of Sale
features unique to each
New or edited customers and vendors in either program are exchanged routinely
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Whats important about importing items from QuickBooks?
You can import all or just selected items
After importing, all activities related to the imported items, such as
ordering, receiving and selling, should be done in Point of Sale
Imported item quantities, costs and prices are tracked only in Point of
Sale, although your QuickBooks fnancial accounts are updated to refect
item transactions
Quantities of imported items are zeroed out in QuickBooks
Review the imported item records, and edit as necessary, to take advantage of
Point of Sale inventory features
Select Help on the Import windows for more information
Importing QuickBooks items (optional)
Point of Sale will prompt you to import QuickBooks items until you do so or decline.
1. Select to import when prompted or select Import Items Now from the
Advanced Options page of the Financial Center.
2. In the Item Fields window displayed, specify how you want to map the
QuickBooks description felds to Point of Sale item description felds.
3. On the Item Selection window, specify if you want to import all items or
selected items.
Note: If you prefer to track some items in QuickBooks, such as non-resale items,
dont import them.
4. If importing selected items, use the Select Items to Import window to specify
the items.
Select or clear the checkboxes at the left. All selected items will be imported.
Click a column header to sort the list by the values in that column
Use the Select All, Unselect All or Filtered View buttons at the bottom to help
locate items and make selections
Select Help for more information
5. Select OK to start the import.
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Upgrade Notes
Previous version remains intact. Your previous version and data remain intact
after upgrading. However, you should enter new transactions only in the new
version. You can safely uninstall the previous version, if desired.
Upgrade one workstation at a time. If you have multiple workstations, close
Point of Sale on all and then upgrade the Server Workstation. Then install other
workstations, one at a time.
Upgrade all workstations/stores to new version. Workstations not upgraded
to this version will not be able to access the company data until upgraded.
Review custom settings. Some settings (varies by previous version) may be
returned to the default confguration to accommodate new features in this
version. Review the following settings:
List columns and order. To reconfgure columns, right-click in a column
header and select Customize Columns.
Memorized reports. Reconfgure and rememorize.
Custom security groups. Employees in a custom group will not have access
to new features until the group properties are updated.
Update Store Exchange settings. Multi-Store users must update their Store
Exchange settings to refect new license numbers and exchange folder paths
for each store.
Upgrading From a Prior Version
of Point of Sale
Preparing to Upgrade
Ensure you meet the system requirements for Point of Sale 2013 outlined at the end
of this guide
Complete activities in your previous version:
Settle any pending credit card/debit transactions
If applicable, conduct data exchanges with other stores and your QuickBooks
accounting software
Make a backup of your Point of Sale company data fle
If you require passwords to log in to use Point of Sale, ensure you have
a password assigned to the Sysadmin user; some activities in
Point of Sale 2013 are restricted to this user
Do not uninstall your previous version before upgrading; if you have already
uninstalled, you must insert the CD from the previous version when prompted
Update any installed frewall software to the latest release. Typically, this is done by
right-clicking on the frewall icon in your task tray and selecting Check for Updates.
If changing your confguration in conjunction with this upgrade, such as adding
workstations, stores, or integrating with QuickBooks accounting software, read the
information on the applicable tabs of this guide before beginning
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1. Close all running programs except Windows.
2. Put the Point of Sale Upgrade CD into your CD-ROM drive.
If the installation doesnt begin automatically, locate and double-click the setup.exe fle on the CD.
3. When prompted:
Enter the License and Product Numbers from the CD holder or provided to you
Select Server Workstation as the installation type
4. If prompted, restart your computer when the installation is completed.
5. Launch Point of Sale 2013.
Your previous version is detected and you are prompted to convert it for use with the
new version.
6. Click Yes to copy and convert your data. Enter a name for the new company fle
(can be the same as previous).
7. On the window displayed, accept the suggested location for your previous data or
browse to a different location and click OK. The conversion process may take some
time, as Point of Sale builds the data necessary for new features.
8. If applicable, use your existing user name and password to log in.
9. Register your new software when prompted; then select Manage My License >
Synch License Data Online from the Help menu.
Synching your license data is necessary to update your company fle with the number
of user licenses you have purchased.
Upgrading Client Workstations
1. Close Point of Sale on the Server Workstation, but leave the Server
Workstation running.
2. Follow the same procedure to install the upgrade to each client workstation,
selecting Client Workstation as the installation type.
3. Restart your computer and launch Point of Sale 2013.
4. Point of Sale will search for and connect to the company data on the Server
Workstation. If more than one company data fle is found, a list is displayed. Select
the correct company data and click OK.
5. If prompted, enter a workstation number and then your user name and password
to log on.
6. If prompted, follow the onscreen instructions to merge licenses with the Server
Workstation. Select Help on the Merge window for more information.
On subsequent launches, Point of Sale will reconnect to the same company data from
the Client Workstations.
Upgrading the Server Workstation
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Network
Adding Client Workstations
Multi-Workstation Guidelines
Only one Server Workstation allowed. Additional workstations must be
installed as Client Workstations.
Install one workstation at a time. Point of Sale must be able to determine
what workstation numbers are available and in use during each Client
installation. Installing on multiple workstations at the same time could result in
duplicate workstation numbers, which could cause data conficts.
Same version/level required at all workstations. Workstations on the same
network must be installed with the same version (e.g., Point of Sale 2013) and
level (Basic, Pro or Multi-Store) as installed on the Server Workstation.
Server Workstation must always be running. For Clients to access the
company data, the Server Workstation must be running (but not necessarily
running Point of Sale).
Point of Sale supports up to twenty networked workstations in a store, one Server
Workstation and up to nineteen Client Workstations, which access the Point of Sale
company data on the Server Workstation across the network.
Before beginning...
Make sure your computers are properly networked and meet the minimum system
requirements (see end of guide). Consult a qualifed network technician if you
need assistance with your network.
Review the Point of Sale licensing information on the New Installation tab for
information about when additional licenses are needed for multiple workstations
Install the Server Workstation and create your company data fle. Close Point of
Sale on the Server Workstation, but leave the computer running.
Server Workstation
Program and company data fles
Database applications
Communicates with QuickBooks
accounting software
Must always be running for any
workstation to use Point of Sale
Client Workstation
Program fles
Accesses company data
across network
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Installing a Client Workstation
1. Close all programs except Windows on the computer being installed as a Client.
2. Put the Point of Sale CD in your CD-ROM drive.
If the installation doesnt begin automatically, locate and double-click the setup.exe fle on the CD.
3. Follow the onscreen prompts to install the program fles to your computer:
Enter the License and Product numbers (from CD holder or provided to you
by a sales agent)
Select Add Client Workstation as the installation type
Accept the default installation folder (recommended). Do not install
to the Server Workstation over the network.
4. If prompted, restart your computer.
To connect to the company data:
1. Ensure the Server Workstation is running and then start Point of Sale on the
Client Workstation.
2. Point of Sale searches your network and locates the company data on the Server
Workstation. If one company data fle is found, you are automatically connected
to it. If multiple company data fles are found, a list is presented; select the correct
fle and click OK.
3. When prompted, select a workstation number for this computer.
4. Use the Hardware Setup Wizard to install hardware connected to this workstation.
See the Connect Hardware tab.
Merging and Synchronizing Licenses
If you entered a unique license number for the Client installation, you will be prompted
to merge the license with the license on the Server Workstation. You have 5 days to
complete the merge, after which time only one workstation will be able to run Point
of Sale at any one time.
After merging, the Server Workstation synchronizes its license with Intuits online
licensing servers. Once done, both workstations can concurrently run Point of Sale.
To merge and synchronize licenses:
1. When prompted to merge, select Merge Now.
2. Follow the onscreen prompts or phone agents instructions to complete the merge.
3. On the Server Workstation, synchronize with Intuits licensing server.
If Server is connected to the Internet and has previously registered, this
is completed automatically. If not connected or not registered, select
Manage My License from the Help menu and then:
a) To register/synchronize online: Select Synch License Data Online Now
and follow the prompts, or
b) To register/synchronize by phone: Select Buy A User License and call
the number displayed
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Getting Around in Point of Sale
Shown below is the Point of Sale Home page Navigator
(Pro level).
Side toolbar can be customized
for easy access to your most
common tasks.
The Employees section helps
you manage employees
(optional).
Quick Find allows you to search for
items, receipts, help and more.
The Navigator provides an
overview workfow and clickable
links to common tasks.
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Standard menu provides access
to all areas and features.
Items List helps you manage
your inventory.
Report Center helps you
manage your business with
an extensive list of reports.
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Messages area allows you to
post your own notes.
Getting Around in Point of Sale (Cont.)
Make a Sale allows you to ring
sales, take payments and print
receipts.
Temporarily put a sale on hold
and then come back and fnish
it later.
In Progress helps you
multi-task by toggling
between open documents.
Preferences helps you manage
the various settings and options
in your software.
End of Day helps you close out
your cash drawer and balance
against sales.
Mobile Sync allows you to share
your items with your mobile devices
and make sales wherever, whenever.
(Intuit Payments Account required).
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Working with Lists
New records and documents are added in a form, but upon saving are added to the
corresponding Point of Sale list
I want to... menus provide access to other
tasks related to the current window.
Click any column header in a list or report to re-sort the list by the
values in that column. Click it again to sort in reverse order. Right-
click a column header and choose Customize Columns to add or
remove columns. Drag columns to rearrange.
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Working with Lists (Cont.)
Press F1 or select Help
for assistance with your
current task.
The View selector allows you to
change the records currently displayed
by selecting from predefned options.
Enter search keywords
here to flter lists.
Action buttons let you quickly edit
the current item or add a new
item. Actions vary in other lists.
To return the full list view click
on the Hide Detail button.
Sync to Mobile allows your item
to be shared outside your store
using Mobile Sync (requires an
Intuit Payments Account).
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Sales Receipt
Look up customer information
and assign them to the sale.
Once you have taken the payment, click on the
Print Receipt button to complete the transaction.
Scan barcode or enter item information
here to add to the receipt.
Make changes to the selected item
using the available buttons.
Side toolbar can be customized for easy
access to your most common tasks.
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Intuit Payments and
Gift Card Services
With an Intuit Payments Account you can accept
all major credit and debit cards as well as add
Gift Card Services for your business.*
Accepting Credit, Debit and Gift Cards
Key Benefts
No credit card terminal needed. Use our optional credit card reader and data is
entered right into your Point of Sale software. * This reduces the many hidden
(or unknown) costs of using a credit card terminal, including:
Double-entering information into both a terminal and your software
Zeroing-out a terminal every day
Reconciling discrepancies between your terminal and your software
Maintaining a second phone line
Leasing a terminal
Get better information about your business and customers
When you use an Intuit Payments Account, your QuickBooks Point of Sale
software will automatically capture transactions, approval code, type of card
and credit card number for each transaction. Use this information to better
understand your business and provide better service to your customers.
* Integrated credit and debit card processing requires an Intuit Payments Account.
Integrated gift card processing requires an account with Intuit Card Service. Both services
are optional, require application approval, and fees apply. Optional credit card reader
required for lowest discount rate available, sold separately. PIN pad to accept PIN debit
transactions required, sold separately. See the end of this User Guide for additional
requirements.
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FAQs
Can I use my current merchant service? Yes. You will process payments
separately through your credit card terminal and then must manually record
them into Point of Sale. You will not beneft from integrated authorization,
settlement and reporting and risk higher chances of data entry error.
Do I need special hardware? A card reader is recommended to speed credit
and gift card processing and qualifes you for a lower rate on credit card sales.
Other hardware is available, including a PIN pad for PIN Debit transactions,
a signature capture device and a card reader/PIN pad combination. All are
optional and sold separately.
Do I need a separate phone line? You have two connection options:
1) Internet connection, which eliminates the need for a separate phone line, or
2) by direct modem connection, in which case a dedicated phone line is required.
What kind of support will I get? Live customer support is available via phone
24/7/365* for your merchant service account. You can also manage your account
online for free through our Merchant Services Center.
* Subject to occasional downtime due to systems and server maintenance.
What if I have multiple stores? You will need to set up separate merchant
and gift card accounts for each store location. Discounts are available.
Call 1-877-672-7040 for details.
Key Benefts (Cont.)
With Intuit Transparent Pricing, you dont have to worry
From Intuit, the makers of QuickBooks and TurboTax software
You get a competitive discount rate
There are no hidden fees (e.g., statement fees, cancellation fees)
There are no contractsyou can cancel at any time
With Intuit Gift Card Service you can automate gift card acceptance and redemption.
Mobile Sync
With an Intuit Payments Account you can accept payments on your mobile device and
automatically update your Point of Sale software. By checking the Sync to Mobile box
on your Item Details in Point of Sale, your items will seamlessly appear on your mobile
device to sell wherever, whenever. You can then make sales away from your business
with the confdence that your data is correct. When you view the sales receipts you will
see the the sales you made on your mobile device within your Point of Sale software.
Adding new items from your mobile device is easy, and you will also see those appear
in your Point of Sale software. To learn more, refer to the Help menu and the Mobile
Sync icon on the Navigator.
*Requires an Intuit Payments Account, as well as a supported mobile device; visit
www.GoPayment.com for more details about the mobile solution.
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Confguring Intuit Payments and
Intuit Gift Card Services
Once you are approved and create your Intuit login via the link in your welcome
email, youll need to confgure Point of Sale for transaction processing.
1. Select Setup Interview from the File menu.
2. Select the Merchant tab.
3. Select login and enter your account info (the email address and password
you created earlier).
Select the appropriate associated profle.
4. Once you have signed in correctly, the tab will indicate that your Intuit Payments
Account is linked.













5. Select Payments Preferences to confgure other payments options.
6. (Optional) Navigate to the Gift Cards tab and enter the gift card account number
that you received after signing up for Intuit Gift Card Service.
Note: You can only accept gift cards in QB POS 2013 if you also have an
Intuit Payments Account
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Protecting Credit and Debit Cardholders Data
Point of Sale provides a separate Implementation Guide to help
you comply with the requirements of the Payment Card Industry
Data Security Standard.
Select User Guides from the Help menu to access this important
information.
Confguring Intuit Payments and
Intuit Gift Card Services (Cont.)
7. Select Communication Setup from the left-side menu.
8. Select Use this computer... if you want all communication to the service(s)
to connect through this workstation.
If this setting is grayed out, communication is already confgured to go through
this workstation. To change to another workstation, access this setting from that
workstation.
9. Select Secure Internet Connection or Direct-dial (modem) as your
communication method.
If you need assistance, select Internet Connection Setup. Internet connection
requires you have an Internet Service Provider (ISP). A high-speed, always-on
connection is recommended (such as DSL or cable).
10. Accepting PIN Debit payments also requires that a PIN pad be installed.
Refer to the Connect Hardware tab for installation instructions.
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Setting Up Multiple Stores
Review this information and then follow the setup procedures in this guide at each
store, starting with your Headquarters store.
Overview
With the Pro level of Point of Sale, you can effectively manage up to twenty stores
from one location, with features like centralized purchasing, transfers of merchandise,
exchange of information between stores and company reporting. The managing
location is called the Headquarters and all other stores are remote stores.
All stores share one inventory, but Point of Sale tracks item quantities by store and,
if integrated with QuickBooks Accounting software, proft and loss by store can be
tracked using the class tracking feature.
Store Exchange
The exchange of information between remote stores and Headquarters is called
Store Exchange. Store Exchanges are done through the Server Workstations in your
stores via one of fve methods:
Desktop email, using your default Windows email client
Web-based email, such as Yahoo!

Mail and MSN Hotmail

Removable media, such as a USB memory stick


Network fle transfer over a VPN, WAN, or LAN
Exchange over the Internet with the Intuit Service (fees apply)
To learn more about how a multi-store confguration works, see in-product Help.
Choosing a Headquarters Store
Selection of a Headquarters is important, because only Headquarters:
Can add, edit or delete items, departments and vendors
Set or edit item prices (remote stores can give discounts)
Create regular purchase orders (remotes can do special orders)
Consolidate data from all stores and run company reports
Defne company-wide preferences
Enter transactions for other stores
Exchange data with QuickBooks accounting software
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Server Workstation
Store
Exchange
Remote Store Headquarters
Server Workstation
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Install and Confgure at Headquarters
1. Follow the New Installation instructions to install the Server Workstation,
create your company data (select Headquarters as Store type) and start the
Setup Interview.
2. Select Preferences > Company from the File menu. In the Multi-Store section
select the number of stores and enter information for your frst remote store:
A 13 character store code and a store name
A communication method for sending Store Exchange fles to the store
The Point of Sale license number from the remote Server Workstation
Email address, removable media drive or port, or fle transfer path for the
selected method
3. Repeat for each remote store.
4. Select Change Password and enter a password to encrypt Store Exchange fles.
This same password must be entered when setting up each remote store.
5. Set up departments, sales taxes, price levels, etc. as needed and enter or
import items, vendors and customers. Refer to the other tabs of this guide
for instructions.
6. When Step 5 is done and after remote stores have installed, select Store
Exchange > Send Files from the Stores menu to send each remote store
a fle with your company data (inventory, preferences, etc.).
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Install and Confgure at Remote Stores
1. Follow same procedure as Headquarters to install a Server Workstation, except
choose Remote Store as the store type.
2. Select Preferences > Company from the File menu and enter the requested
information for the Headquarters Store.
3. Select Store Exchange > Receive Files from the Stores menu to process the initial
Store Exchange fle from Headquarters.
4. Select Preferences > Company from the File menu and review store-specifc
settings, such as the default tax location and default price levels for your store.
You now have access to inventory and can carry out all normal Point of Sale activities.
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Integrating with QuickBooks


Accounting Software
Overview
Point of Sale is designed to be integrated with QuickBooks accounting software.*
Point of Sale tracks your daily retail activities: purchasing, receiving, sales and related
inventory activities, while your fnancial software tracks your fnancial information.
Exchanging data between the two programs, referred to as Financial Exchange, can
signifcantly reduce your workload because you can transfer your daily Point of Sale
transactions to your fnancial software and, if you already have existing data in your
QuickBooks accounting software, it can be imported into Point of Sale.
Several options are available to customize the way data is exchanged between the
programs, such as the account mappings, level of detail and data formatting.
You do not have to integrate the programs immediately; integration can be
accomplished at any time in the future, if preferred.
For more information about how data is exchanged, search the in-product Help index
using keyword fnancial exchange.
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* Requirements of Integration
QuickBooks Pro or Premier (20092012) or Enterprise Solutions (9.012.0), sold separately
QuickBooks accounting software company fle set up and confgured for exchanges (see below)
If applicable, a properly confgured network with mapped drives as appropriate
Typical Network Confguration:
Point of Sale Server Workstation
Point of Sale program and company fle
Financial program and company fle
Typically in back offce
Point of Sale Client Workstation
Point of Sale program fles
Typically at front register
Network
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QuickBooks Installation Options
1. QuickBooks installed only on the Point of Sale Server Workstation. Only
option if you have only one workstation and the typical choice on a network.
The Point of Sale Server Workstation and QuickBooks could be in a back offce
or at a front register.
2. QuickBooks installed on both the Point of Sale Server Workstation and
another networked computer. Typical when the Point of Sale Server Workstation
is at a front counter, but you want your QuickBooks fnancial fle in a back offce;
the copy of QuickBooks on the Server Workstation does not have to be run there.
3. QuickBooks installed only on another networked computer (not on the
Point of Sale Server Workstation). This more advanced option, called Remote
Data Sharing (RDS), uses server and client applications to send information across
your network.
For more information, search the Point of Sale in-product Help index using keywords
fnancial exchange, installation options.
Division of Activities after Integration
Activity

Add & track inventory items
Order & receive merchandise
Ring up sales & collect sales tax
Point of Sale reports
Add customers & vendors
Track cost of goods sold & expense
Pay bills & sales tax
Invoice customers
Process payroll
Financial reports
Banking activities
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Point of Sale
QuickBooks
Accounting Software
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Preparing your QuickBooks Company File
1. If necessary, install QuickBooks according to one of the options above and begin
a new fnancial company fle, following the instructions included with QuickBooks.
2. Ensure your QuickBooks company preferences (from the File menu, select
Preferences) are set as follows:
Integrated Applications: Ensure the checkbox for Dont allow any application
to access this company fle is NOT selected.
Purchases and Vendors. Ensure the checkbox for Inventory and purchase
orders are active is selected
Sales Tax: Click Yes if you collect sales tax
3. From the Company menu, select Chart of Accounts and ensure that the
following accounts are present. Select Account > New and add them
if necessary:
Connecting to QuickBooks Accounting Software
You can establish the connection with QuickBooks by selecting Financial Center
from the Point of Sale Financial menu. QuickBooks must be running and your
fnancial company fle open during the initial connection.
Account Name Account Type
Cost of Goods Sold Cost of Goods Sold
Accounts Payable Accounts Payable
Accounts Receivable Accounts Receivable
Undeposited Funds Other Current Asset
Inventory Asset Other Current Asset
Sales Tax Payable Other Current Liability
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Help and Support Resources
Point of Sale offers both self-help and assisted support to ensure you can fnd the
answers you need!
Self-Help Options
Quick in-program help for your current task:
Press F1 on your keyboard
Select the Help button on a window or message
Click a blue help text link
For more information:
Select Help Contents from the Help menu
Browse through the books in the Table of Contents on the left side of the
Help window
Click on the Index or Search tabs and enter a search keyword
Select Help & Support from the Help menu for a full listing of online and phone
support options
Select Help and Learning from the Help menu for addition support including
a Glossary of Terms
Self-Help Resources: (Internet connection required)
Select User Community from the Help menu to connect with other Point of Sale
users and experts to ask questions and share advice
Visit www.quickbooks.com/support to search our Knowledge Base of frequently
asked questions, learn about available updates or research other support options
Select How-To Videos from the Help menu to access videos that will guide you
through the basics
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Get help from an expert or fnd a local resource to help you install, set up
and use Point of Sale.
30 Days Free Support
Free QuickBooks Point of Sale Support included for 30 days by calling 1-800-348-0254.
Please note:
FREE 30 consecutive days support begins on the date of product registration
You must register within 90 days after the date of purchase
Support Plans*
Intuit offers a variety of support plans, providing expert assistance
when and as often as you need it; one-time or for an unlimited
number of issues. (Fees apply.)
Learn more about QuickBooks Support Plans at
pointofsale.intuit.com and click on Support.
Already have a Support Plan?
Call us directly at 1-800-348-0254 to get expert assistance.
Find a Local Expert
Get local, onsite help from an expert certifed by Intuit on Point of Sale.
(Fees apply and are set by the expert.)
Certifed Point of Sale Intuit Solution Providers are your local
retail business and technology experts that can help you with any
retail technology questions.
Visit: Intuitsolutionproviders.com
Certifed QuickBooks Point of Sale ProAdvisors

can provide
accounting advice tailored to your business needs.
Visit: www.FindAProAdvisor.com
Sales Specialists
To get information about additional products, services or hardware available for your
Point of Sale system, call 1-866-379-6636.
Assisted Support Resources
* Fees, hours of operation and terms and conditions apply and may vary for assisted support options.
Visit pointofsale.intuit.com for details.
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How are we doing?
You are the retail expert and the Point of Sale team wants to hear from you. How
can we improve the product to better meet your needs? Find a program bug? Is help
not helping? Let us know! While we cant promise a personalized response to every
submission, we do read all feedback and use it to improve future releases of Point of
Sale.
Select Send Feedback from the Help menu, choose a category and enter your
comments or suggestions
Did you know you can...?
Add your store logo to printed sales receipts
Add, remove or rearrange the order of columns in lists
Rename item description felds to better refect the merchandise you sell
Customize the main toolbar with the task buttons you use most
Restrict employee access to features or sensitive data
And select from many other customization options
To learn more, from the Help menu select Help Contents and explore the options
in the Customizing Point of Sale folder.
Quick Tips
Point of Sale allows you to open multiple windows at one time. You can view,
switch between or close all open windows at one time from the Windows menu.
Keyboard entry is often the fastest way to navigate the program. From the Help
menu, select Keyboard Shortcuts to view a list of the keyboard commands for
your current area.
When working in Point of Sale lists, many frequently used tasks can be quickly
accessed by right-clicking in the list
Lists can be sorted by another value by clicking the column header for that value.
To sort a list by multiple values, from the View menu select Sort List > Sort on
Multiple Columns.
Protecting Your Data
Your company data is valuable and you should take steps to protect it.
We recommend at a minimum that you:
Install and keep up-to-date anti-virus and frewall software
Make daily backups of your data, preferably to removable media that you
store off-site
Assisted Support Resources (Cont.)
Helpful Tips
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Protecting Your Data (Cont.)
Assign and require passwords for employees to log in
Install an uninterruptible power supply (UPS) and reboot your computers at
least once a week; power losses and infrequent rebooting can lead to corruption
in any database
For more information, browse the topics in the Working with Company Data
folder in The Basics area of the in-product Help contents.
Tips for Lists
Perform basic operations, such as printing, deleting, or adding items to a document,
on multiple list records by selecting them all before choosing an action:
Hold down your Ctrl key and click each record to select
To select a series of records, click and hold your left mouse button down on the
frst record and drag to the last record OR hold down the Shift key and click the
frst record and then the last record
To select all displayed records, press Ctrl+A on your keyboard
Why Is a Feature Unavailable to Me?
If there is a feature you would like to use, but you are unable to access, it could be for
any of the following reasons:
Feature doesnt apply to your level of Point of Sale
You dont have the security right to use the feature
The feature is disabled in company preferences (access from Edit menu)
A necessary feld or button is not currently displayed in a list or on a taskbar to
complete the task
For more information, explore the options in the Customizing Point of Sale folder
from the in-product Help contents.
For your convenience, write down your important Intuit numbers here:
Point of Sale License Number_____________________________________________
Point of Sale Product Number ____________________________________________
Intuit Payments Account Number _________________________________________
Intuit Gift Card Account Number _________________________________________
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Point of Sale 2013
System Requirements
Recommended Confgurations:
At least 2 GB of RAM for a single workstation installation
1 GB of disk space (additional space required for data fles)
Optimized for 1024x768 screen resolution
Operating Systems:
Microsoft Windows XP, all editions (SP3 or later strongly recommended)
Windows Server 2003
Windows Vista, all editions (SP2 or later strongly recommended)
Windows Server 2008 (SP1 or later strongly recommended)
Windows 7
Data import/export and Microsoft Offce integration requires:
Microsoft

Excel 2000, 2002, 2003, 2007 or 2010


Microsoft

Word 2000, 2002, 2003, 2007 or 2010


Multi-user recommendations:
Multi-core processor and 4 GB of RAM are recommended for better performance
on the Point of Sale server workstation.
In a multi-user confguration, each workstation concurrently running Point of Sale
must have a separately purchased user license, and every copy of Point of Sale
must be the same version and level.
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Intuit QuickBooks Point of Sale Merchant Service: (sold separately)
Optional fee-based service, additional terms and conditions apply
Requires an Intuit QuickBooks Point of Sale Merchant Service account through
Intuit Payment Solutions, LLC. Application approval and fees apply. Details
available at www.payments.intuit.com/posms.
PIN pad required for debit transactions, sold separately.
Internet connection required
Intuit QuickBooks Point of Sale Gift Card Service (sold separately)
Optional fee-based service, additional terms and conditions apply. Requires a
gift card account through QuickBooks Point of Sale Gift Card Service, provided
by Intuit Payment Solutions, LLC. Application approval and fees apply. Details
available at www.payments.intuit.com/posgcs.
Requires QuickBooks Point of Sale Gift Card Service gift cards, sold separately
Internet connection or modem required
Service is independent of QuickBooks Point of Sale Merchant Service
Optional card reader and receipt printer sold separately or available with
QuickBooks Point of Sale Software/hardware bundle
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PN 502278
1 Applicable to the Server Workstation when multiple networked computers concurrently run Point of Sale.
2013 Intuit Inc. All rights reserved. Intuit, the Intuit logo, QuickBooks, Quicken,
TurboTax, Lacerte, ProSeries, Simple Start, EasyStep and QuickZoom among others,
are registered trademarks and/or registered service marks of Intuit Inc. or one of
its subsidiaries.
Contains images Microsoft Corporation.
Contains images RoboHelp 2005 eHelp Corporation.
Contains Sybase Central Copyrighted 19892005, Sybase Inc. with portions Copyrighted 2002, iAnywhere
Solutions, Inc. The Software contains Adobe Flash Player software by Adobe Systems Incorporated,
Copyright 19952006 Adobe Macromedia Software LLC. All rights reserved. Adobe and Flash are
trademarks of Adobe Systems Incorporated. The software contains components from Anders Melander. This
product includes software developed by the OpenSSL Project for use in the OpenSSL Toolkit (http://www.
openssl.org/).

QuickBooks Accounting Software integration requires:
Intuit QuickBooks Pro or Premier 20092012
Intuit QuickBooks Enterprise Solutions Versions 9.012.0
Security Software:
Products have been tested with the following software:
-McAfee Internet Security Suite
-Symantec Norton

Internet Security Suite


-Zone Labs Zone Alarm Pro
-Trend Micro
Note: Some confgurations may require that you adjust settings in frewall and
anti-virus products to ensure the best possible performance with Point of Sale.
System Confguration Notes:
Disk space requirements do not include company data fles. If your company data
fle is very large or includes item pictures, you may need more disk space.
In order to run several applications simultaneously, your system should have a
multi-core processor and at least 2 GB of RAM. Point of Sale will run on both 32-bit
and 64-bit processors running Windows. However, not all hardware devices will
install and operate on 64-bit operating systems. We recommend that you contact
the device manufacturers for more information about installing their hardware
devices on 64-bit operating systems.


Printed Documentation

iii
Table of Contents
Get Started ..................................................................................................................................................................... 5
Enter Data ................................................................................................................................................................ 12
Routine Tasks ........................................................................................................................................................... 20
The Basics ................................................................................................................................................................... 31
Work with Forms and Lists ....................................................................................................................................... 32
Work with Documents ............................................................................................................................................... 53
Navigation and Data Entry ........................................................................................................................................ 66
Printing ..................................................................................................................................................................... 78
Work with Company Data ......................................................................................................................................... 95
Work with Mobile .................................................................................................................................................... 104
Inventory .................................................................................................................................................................... 113
Tracking Item Quantities ......................................................................................................................................... 134
Tracking Price and Cost ......................................................................................................................................... 141
Price Manager ........................................................................................................................................................ 154
Using Departments ................................................................................................................................................. 175
Assembly and Group Items .................................................................................................................................... 180
Item Styles .............................................................................................................................................................. 190
Multiple Units of Measure (Case-to-Unit) ................................................................................................................ 198
Special Order Items ................................................................................................................................................ 200
Transferring Items between Stores ......................................................................................................................... 201
Counting Inventory (PI) ........................................................................................................................................... 206
Making Inventory Adjustments ................................................................................................................................ 212
Sales & Returns ......................................................................................................................................................... 219
Working with Receipt Items .................................................................................................................................... 222
Take Payment/Give Change .................................................................................................................................. 233
Sales Tax ............................................................................................................................................................... 241
Sale Prices and Discounts ...................................................................................................................................... 249
Shipping Merchandise ............................................................................................................................................ 254
Returns and Exchanges ......................................................................................................................................... 264
Working in Sales History ........................................................................................................................................ 267
Customers .................................................................................................................................................................. 287
Charge Accounts .................................................................................................................................................... 310
Rewards Program ................................................................................................................................................... 314
Purchasing ................................................................................................................................................................. 323
Work with Vendors ................................................................................................................................................. 323
Receiving ................................................................................................................................................................... 349
Customer Orders (Pro) ............................................................................................................................................... 369
Multiple Stores (Pro) .................................................................................................................................................. 383
Configure and Run Store Exchange ....................................................................................................................... 389
End of Day ................................................................................................................................................................. 405
Reports & Sales Charts .............................................................................................................................................. 411
Report Options ....................................................................................................................................................... 422
Cash Drawer (X/Z-Out) Reports ............................................................................................................................. 426
Printed Documentation
iv
Sales Charts & Graphs ........................................................................................................................................... 432
Employees & Security ................................................................................................................................................ 435
Employee Time Clock ............................................................................................................................................. 454
Import/Export Data ..................................................................................................................................................... 459
Import Non-QuickBooks Data ................................................................................................................................. 459
Import from QuickBooks Financial Software ........................................................................................................... 465
Export Data............................................................................................................................................................. 469
Hardware ................................................................................................................................................................... 477
POS Merchant & Gift Card Services .......................................................................................................................... 485
Merchant Service - Credit/Debit Cards ................................................................................................................... 485
Sign Up and Configure Merchant Service ........................................................................................................... 485
Gift Card Service .................................................................................................................................................... 503
Sign Up and Configure Gift Card Service ........................................................................................................... 503
Financial Exchange with QuickBooks ........................................................................................................................ 513
Configure for Financial Exchange ........................................................................................................................... 513
Customize Financial Exchange .............................................................................................................................. 516
Customizing Point of Sale .......................................................................................................................................... 541
Customize Printed Documents ............................................................................................................................... 550
Company Preferences ............................................................................................................................................ 568
Workstation Preferences ........................................................................................................................................ 591
Help and Learning ...................................................................................................................................................... 599
Licensing, Registration, Updates ............................................................................................................................ 614
Troubleshooting & FAQs ........................................................................................................................................ 622
Index .......................................................................................................................................................................... 655

1
Welcome to Point of Sale!

QuickBooks Point of Sale (Point of Sale) is an advanced inventory control, sales, customer tracking, and reporting
solution designed for effective management of retail stores. As you order, receive, and sell merchandise, your
inventory quantities and costs are instantly updated.
At a glance, you can view item quantities on hand and on order; review costs, prices and margins; and view
detailed reports on sales and merchandise activity. You can track customers and use the resulting purchase history
information to customize promotions, mailings and other marketing materials. At the end of your business day,
Point of Sale will help you reconcile your cash drawer, settle credit card transactions (optional fee-based service),
backup your data files, and, if applicable, send the day's transactions to your QuickBooks financial software.
Are you new to QuickBooks Point of Sale?
If so, we suggest you visit these topics to learn the basics:
Completing routine tasks
Using this help system
Getting additional help
What's new in this version?
Terminology used in Point of Sale
How to purchase supplies: tags, labels, or receipt paper
Free resources for starting and growing your business

To view how-to and informational videos on QuickBooks 2013 Point of Sale,
click here.

For immediate help on your current task, press <F1> on your keyboard or select Help on this Window from the
Help menu.

3
New Features in QuickBooks Point of Sale 2013

The following is a list of new features and enhancements introduced in this version; many as a direct result of
customer requests.
Note: To view how-to and informational videos on QuickBooks 2013 Point of Sale, click here.

What's New?

Detailed sales and inventory reports lets you know what is selling and what is not
Instant reports can show you top selling products, best customers and sales data for any time period you
choose.
Save inventory tracking time. No manual trackingyour inventory is updated with every sale, order, and
return.

Instantly view whats in stock, whats hot, and what needs to be reordered
Set reorder points and automatically generate purchase orders so you never run out of inventory and lose
a sale. (Pro version)
For even more control, you can track layaways, sales orders, serial and UPC codes. (Pro version).
Automatically track and reward your best customers
Use the customer center to easily access your customers contact information, like birthdays and last item
purchased.
Keep customers coming back with loyalty programs, gift cards, personalized email reminders, updates,
and specials.
Never miss a sale whether you are on the road, or have a long-line in your store
With the new mobile sync feature, you can accept credit cards on your smart phone or tablet.
All sales and inventory information syncs with QuickBooks Point of Sale 2013.
Activate your integrated payments account to save time and increase sales
Ring up sales in your store or on-the-go and know that all information automatically syncs with QuickBooks Point of
Sale 2013.
An integrated payments account eliminates the hassles of manual data entry and reconciliation.
If you are a QuickBooks user, all your information automatically syncs with your QB financial software
Transfer data to QuickBooks Accounting software with just a click. No worries about data entry errors from retyping
data.
Be better prepared at tax time.

Key Improvements include:
Better navigation and design
Improved Welcome screen featuring Getting Started video tutorials
Faster and simpler payments activation
With the Quickbooks Point of Sale Mobile Sync feature, our free GoPayment app, and an Intuit Payments
Account, make sales any time, any where, and on-the-go
Improved Quick-Pick functionality allowing you to better create and manage Groups, add items, and view details
New In-Progress drop-down menu lets you see and instantly go to unfinished and pending tasks
Enhanced customization on the Task button panel gives you more control
Collapse and expand the Messages and Task panels as needed.
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To view how-to and informational videos on QuickBooks 2013 Point of Sale, click here.



5
Get Started
Setup Interview
Help and Support | How Do I?

The first time Point of Sale is started on the Server Workstation, the Setup Interview window is automatically
opened. The interview is the fastest way to set up basic Point of Sale options in one place so you are ready to
begin ringing up sales fast!
Not all options are defined in this initial setup. Advanced options that help you customize Point of Sale for your
unique business needs can be set up later in company preferences.

The Setup Interview allows you to define:
Printed receipt Enter the company information you want printed on sales receipts including phone numbers, web
site, and email address. This information is also printed on orders and reports.
Sales tax Specify if you collect sales tax and, if so, enter your primary sales tax rate and to whom the taxes are
paid. You can set up more advanced sales tax options, such as different taxing instructions by merchandise type,
price, or location, or paying taxes to multiple agencies later in company preferences.
Payments Learn about and sign up for a QuickBooks POS Merchant Service account to process credit card and
debit/ATM transactions from within Point of Sale. If you already have an account use this page to enter your
account number and set service options.
Gift Card The QuickBooks POS Gift Card Service allows you to sell, redeem, and track the balance of gift cards
from within Point of Sale. An Intuit Payments Account is required.
Hardware Click Configure/Setup for the Point of Sale equipment you have. The Hardware Setup Wizard will
walk you through configuring and testing each piece of hardware.

You can return to the Setup Interview at anytime by selecting it from the File menu.

Learn more
Hardware Setup Wizard
Hardware Drivers | Compatible Hardware | Troubleshooting

The Hardware Setup Wizard is launched automatically when you configure hardware in the Setup Interview to
guide you through connecting and configuring hardware to work with Point of Sale. If you add hardware in the
future, you can manually access the setup wizard from the File menu or from the hardware configuration pages in
workstation preferences.
Important: Do not connect hardware to your computer until instructed to do so by the wizard.
To use the Hardware Setup Wizard:
1. If installing hardware purchased from Intuit, put the Point of Sale CD in your CD-ROM drive
(cancel the installation wizard if it launches).
2. Click Next after reading the welcome page.
3. Select the type of hardware you are installing.
4. Select Next and follow the on-screen instructions to connect, set up, and test each piece of
hardware.

Notes:
If installing non-Intuit hardware, you may be prompted to use the manufacturers CD or instructions to
install the device. When done return to the setup wizard and continue.
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Since Windows, Software and Hardware are constantly changing, the driver you need may not be on the
CD. To find the most current driver, go to www.quickbooks.com/support and search for Hardware
Drivers. You should see a link for the tested drivers as well as instructions for installation.
Related Topics
About connection ports
Home Page
Keyboard Shortcuts | Mouse & Touchscreen

The Point of Sale Home Page provides access to program areas, analytical tools, and assistance in setting up and
learning to use Point of Sale. In most cases, you return to the Home Page anytime you want to start a new task.
The Home button, located at the top-left of all Point of Sale task windows will bring you back to the Home Page at
any time.
Here are the main features of the Home Page:
The Navigator is a graphical representation of the work flows used to perform routine retail tasks. Click on
any enabled icon on the Navigator to go directly to the screen for the selected task. The Navigator is
divided into four sections:
Point of Sale
Purchasing
Employees
Operations (vertical section on the right)
To the left of the Navigator, are buttons for commonly used tasks. These left navigation buttons can be
changed by doing a right-click just below the buttons and then click on Customize Buttons.
If you turn off a feature in company preferences, the related menu choices and icons are removed from
the Home Page.
The In Progress field at the top of the Home page provides a drop-down list that displays tasks that you
are currently working on. By making a selection from this drop-down list, you will be taken directly to the
work area for that particular task. This allows you to more effectively multi-task.
Use the pull-down text menus at the top of the screen to access other tasks.
Use the Quick Find Search field to look up a customer, item, or sales document directly from the
Navigator window.
To the right of the Navigator is the Message Board, displayed on the Home Page and accessible from the
receipts, inventory, receiving, and customer areas, allows you to leave notes for yourself or other
employees. Point of Sale will also post messages for you when something needs your attention, such as
inventory reminders. Use the Search message to find a specific note.
Click the cloud icon to sync to Mobile or to check on sync preferences and activity.
Click the monitor icon at the top right to expand your screen view. Click again to decrease the view.
Select Home from the top of the screen to return to the Home Page at any time.
Note: The icons and activities available on the Home Page will vary depending on the level of Point of Sale you
have purchased, the features you are using, and your assigned security rights.

Related Topics
Customize the navigation toolbar
Home Page Dashboard
Point of Sale Basics
About Server and Client Workstations
Install Additional Workstations | Networking Issues
Basic
Get Started
7
Within a store, QuickBooks Point of Sale can be run in Single User Mode (one workstation) or Multi User Mode (up
to 20 networked workstations). In Multi User Mode, all the workstations have simultaneous access to the program.
The most powerful computer should be the Server Workstation and holds the company data file with up to nineteen
Client Workstations connecting to the server. A separate user license (or seat) must be purchased for each
workstation requiring simultaneous access.
From the Home screen, you can view your current workstation type and number by selecting Help and About
Point of Sale.

About the Server Workstation
Typically the first workstation to which you installed Point of Sale. If you are in Single User Mode, your workstation
is a Server Workstation. Only the Server Workstation:
Creates and holds your point-of-sale company data
Can back up, restore, or rename the company data
Exchange information with QuickBooks financial software
Import data via the Data Import Tool
Set item and customer ranking preferences
(Pro) Exchange information with other stores
Only one Server Workstation can be installed on a network.
Important: The Server Workstation must be running for Client Workstations to have access to the Point of Sale
data. (Point of Sale does not have to be open on the Server Workstation.)

Client Workstation
Any networked workstation that is not a Server Workstation is a Client Workstation. Client Workstations access the
Point of Sale company data across the network.

Switching Between Single User and Network Mode
You initially choose Single User Mode or Multi User Mode when setting up your Point of Sale company file. When
installing, it will ask you if you are using one computer or two or more computers. You may need to change this
setting if you are adding or removing workstations in the future.
To switch between modes:
From the File menu, select Switch Company File to Multi User Mode or Switch Company File to
Single User Mode.
Follow any on-screen instructions.
Note: Virtual Private Networks (VPN) and wireless networks tend to be low bandwidth (slow) and therefore are not recommended
for use with Point of Sale. These network configurations may be unreliable.

Related Topics
Install additional workstations
About Point of Sale licensing
Connection, performance, and network issues
Help and support overview
Prepare QuickBooks for Financial Exchange
Financial Exchange Overview | Connect to QuickBooks

Before you can share data, you should prepare your QuickBooks financial software by doing the following:
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Make a backup copy of both your Point of Sale and QuickBooks files. (Create a unique name for the
backup. For example: "POS backup before QB").
Install QuickBooks on the same computer as QuickBooks Point of Sale 2013 for sharing.
Turn on the collection of sales tax, if applicable.
Turn on Inventory, if applicable.
Clean up QuickBooks lists (optional, if you plan to import data)
Related Topics
Set QuickBooks preferences to allow access
Turn on the collection of sales tax
Clean up QuickBooks lists

Related Topics
Troubleshoot Financial Exchange
Security and Program Preferences
Employees/Security | Company Preferences | Workstation Preferences

Security settings and program preferences can control the availability of many program features. If a feature is not
available to you, your security group assignment or the program preference settings may not be set to allow you
access to that feature.
Ask your system administrator to review these settings.

Employees & Security
Employees can be added and passwords and security rights assigned by selecting Security from the Employees
menu. You must log in as the System Administrator to add employees.
Employees must be defined if you want to list their names on documents, create sales performance reports, limit
access to specific features or for Pro users, track hours worked or commission sales.
By requiring employee logins, you can control access to features by assigning employees to one of four predefined
security groups, each with a specified set of security rights. You can also define your own custom security groups
with the access rights you prefer.

Program Preferences
The Company and Workstation preferences allow you to configure QuickBooks Point of Sale to work with your
hardware and accessories, establish data control, and customize many features.
There are two preferences modules that are accessible from accessible from File >Preferences:
Company Preferences - affects all Point of Sale functions and workstations.
Workstation Preferences - applies to an individual workstation.
This arrangement allows you to maintain central control over critical program features through Company settings,
while also allowing individual workstation setups to be optimized for a particular purpose or hardware.

Data Protection
The electronic data that you gather during day-to-day business operations is invaluable and must be protected from
harm. Power failure, media defects, disgruntled employees, or hardware problems can destroy days or weeks of
accumulated information. Backing up your data on a regular basis enables you to recover from such events as
quickly and painlessly as possible. Failure to do so puts your entire business at risk.
Note: If you have Free Online Backup through your Point of Sale or Quickbooks support plans, it is a separate
software that needs to be installed and configured for you to be protected.
Please read the data backup/restore overview and implementing a comprehensive data protection strategy for
more information and suggestions.
Get Started
9

Return to top
Sign Up for an Intuit Payments Account
Merchant Service Overview

Most retailers will want to sign up for a merchant account with Intuit to perform credit and debit/ATM card
transactions. An Intuit Payment Account offers an integrated processing solution that allows you to authorize,
settle, and record all your credit/debit card sales from within QuickBooks Point of Sale.
Getting set up is easy! Learn more

To sign up for an Intuit Payments Account:
1. From the Point of Sale File menu, select Setup Interview.
2. Select the Payments tab.
3. Click Yes to accept credit and debit cards.
4. Click Sign In.
5. Be sure to sign in using the User ID (email) and password that you had previously created.
6. If there is more than one account, you will be prompted to select the right account.

Note: You will also need your Intuit Payments Account to take advantage of the available mobile features.

Learn More

Related Topics
Merchant Service reports
Protecting your customer's payment card data
Sign up for the QuickBooks POS Gift Card Service
How do I? | QuickBooks POS Gift Card Service Overview

The QuickBooks POS Gift Card Service, provided by Innovative Merchant Solutions, LLC (IMS), an Intuit company,
allows you to sell, redeem, and track the balance of gift cards from within Point of Sale. An Intuit Payments Account
is required.

Getting set up is easy! Learn more

You can sign up from within QuickBooks Point of Sale 2013:
To sign up for an account with QuickBooks POS Gift Card Service:
1. From the Point of Sale File menu, select Setup Interview.
2. Select the Gift Cards tab.
3. Click Yes.
4. Type in your Gift Card account number in the field provided.
5. Click Verify.
Once your account is approved and you have received your Gift Card Account Number (typically in 2-3 business
days), configure Point of Sale to work with the Gift Card Service.

Related Topics
Gift Card Service overview
Printed Documentation
10
Sell or redeem gift cards
Order custom gift cards
Configure Store Exchange
How do I? | Store Exchange Overview
Send files from Headquarters
Send files from remote stores
Receive and process files
Initialize remote stores with inventory
Schedule Store Exchanges
Troubleshoot Store Exchanges

Pro - Multiple Stores
Which type of store are you configuring?
Headquarters
Remote store

Configuring Store Exchange includes specifying or confirming:
Whether you are a Headquarters or remote store
The number of stores you have and assigning store codes to each (Headquarters only)
The Store Exchange method you will use to communicate with other stores
The license number for the Server Workstation at the other store(s) in your company
The e-mail address, file transfer path, or drive that will be used to send files to other stores
Protecting Store Exchange files with a security password (required: Learn more)
Important: Before beginning, be sure you have the license numbers from the Server Workstation at the other
store(s). Until you have entered the license number from the other store(s) in your Store Exchange preferences,
you will not be able to receive and process files from the store(s).
License numbers can be found on the Point of Sale CD holder, in the e-mail you received if downloading the
program, or by selecting About Point of Sale from the Help menu at the Server Workstation in each store after
installing.

Upgrader Note: Each store may have a new license number when upgrading from a previous version. Store Exchange will fail
with a "License numbers do not match" error until your Store Exchange preferences have been updated with the new license
numbers.
Configure Your Firewall
Help and Support | Troubleshoot

A firewall, on either the Client or Server workstation, can block communication between workstations and the Point
of Sale company data or to the Internet. You may see a message from the firewall if this is the case.
Note: Some firewalls dont display a message and others display messages only if the current user has Windows
Administrator rights. Make sure you are logged into Windows with Administrator rights to ensure you are seeing
any messages your firewall might be generating. Read configure Windows user rights for more information.

Get Latest Firewall Updates
Several major firewall applications are updated regularly with the latest Point of Sale file and port information and
will automatically allow access to the ports and files needed. Use your firewall applications instructions to be sure
Get Started
11
you have the most recent updates available before installing Point of Sale and each time you install a Point of Sale
update.

Windows Integrated Firewall
If you use the Windows integrated firewall, and it is blocking access, Point of Sale will alert you on startup and offer
to automatically configure the firewall for you. It is strongly recommended that you allow the automatic
configuration.

Manually Configuring Firewalls
Each firewall program presents its interface in a slightly different manner; each provides its own phrase for asking
what you would like to do regarding the action it views as a possible threat. You will see some form of the question,
"What do you want to do about this?" That question will be followed by a list of options, such as allow, grant, deny,
block, permit, or something similar, from which you must choose an action.
You should select the option to allow, grant or permit the action. There should not be a prompt the next time
the same action is performed. However, permitting one action for one file will not automatically enable all actions
from anywhere in the Point of Sale program. Several different Point of Sale files perform actions that might be seen
by your firewall as an attempt to connect to the Internet. Permission must be granted separately for each action.
If firewall messages continue to appear, it may be necessary to manually configure the firewall to allow access for
the required program files.
If you need to manually configure your firewall application, you should review the appropriate sections of the
manual or help file that was supplied with the firewall program.

Note: Windows 64 bit version is shown below.
For 32 bit versions, (x86) is not shown in the path. For example: C:\Program Files\Intuit\QuickBooks Point of
Sale 11.0
The program files to grant access to are:
QBPOSShell.exe
C:\Program Files (x86)\Intuit\QuickBooks Point of Sale 11.0
QBPOS.exe
C:\Program Files (x86)\Intuit\QuickBooks Point of Sale 11.0
QBDBMgrN9.exe
C:\Program Files (x86)\Intuit\QuickBooks Point of Sale 11.0\DatabaseServer
QBDBMgrN10.exe
C:\Program Files (x86)\Intuit\QuickBooks Point of Sale 11.0\DatabaseServer
QBPOSDBService.exe
C:\Program Files (x86)\Intuit\QuickBooks Point of Sale 11.0\DatabaseServer
The services to grant access to are:
Intuit Update Service
Intuit Entitlement Service
QBPOS Database Manager
Note: Folder locations shown assume the default installation location on Windows 7/Vista.
Adjust accordingly if you installed to a different location. If necessary, use Windows Search from My
Computer to locate these files.

Related Topics
POS company data connection issues
Performance and networking issues
Troubleshoot QuickBooks Financial Exchange
Configure port filters
Help and support overview
Printed Documentation
12
Contact Technical Support
Enter Data
Departments Overview
How do I? | Plan Your Departments

In most retail businesses, related merchandise is grouped into departments. Establishing and using departments is
a good way to monitor sales performance, manage inventory, and run meaningful reports, which will help you to
make informed buying decisions. A well-designed department structure will also save you time and give you greater
flexibility when conducting a physical inventory, changing prices, and printing tags.
How many departments should you have? That depends on the level of detail you wish to see on reports and how
you want to work with categories of items with tasks, such as changing prices or talking inventory. Use the Plan
Your Departments link above for some ideas and guidance on this important decision.
Each department must be identified by a unique department name. Departments can also be identified by a
department code which can be used to search for a department record and is printed on price tags. Each item
added to your inventory then must be assigned to one of your departments. Department options, such as default
tax codes and profit margin/markup are automatically suggested when you assign new items to a department in
inventory. Assigning inventory items to departments allows Point of Sale to track and report on the merchandise in
each department as it is ordered, received, and sold.
View an example department structure
(Pro) Remote stores can view department records and use them to filter reports, but only Headquarters can add or
edit departments.

Related Topics
Department field descriptions
Security rights for departments
Add a Customer
How do I? | Customer Information Fields | Customer Overview
Add a Customer
Edit a Customer Record
Merge Customer Records
Offer Customer Charge Accounts
Offer Customer Discounts and Price Levels
Handle Special Customer Tax Status
Track Customers by Type
View Customer Purchase History
Print my Customer List
Export my Customer List
Create an E-mail Marketing List
E-mail a Customer
Write Letters to Customers
Track Business Customers
Offer a Customer Rewards Program
Use Customer IDs and Cards


Basic
Get Started
13
Note: If you have accessed this topic after copying a customer record, start with Step 2. Edit the information brought from the
copied record as needed.

It is helpful to be consistent when entering customer information. Consistently using the same data format makes it
easier to sort, search, and look up customer records.
To add a customer:
1. From the Home Page Customers menu, select New Customer.
OR
From your Customer List, click the Add button.
OR
From the Customer field on a sales receipt, click the icon and then choose Add New Customer.
A blank customer form is displayed.
2. Navigate through the sections on the customer form and enter name, contact, and optional
information for the customer:
Expand each section of the form by clicking the small triangle icon to the right of the label:

Name: The Last (Name) field is required to save a customer record, unless Track as Company
is selected (see below).
Track as Company (Pro): Allows you to record customer PO numbers on transactions for the
customer and display the company name throughout Point of Sale (in the Full Name field). With this
selection, Company (Name) is a required entry. Learn more.
Contact Info: Enter the customer's phone, e-mail, and address.
Customer Notes: Add whatever notes might be helpful, such as birthday, clothing sizes, gift
preferences, etc.
Custom Fields (Pro): You can define and use custom fields to record additional information.
Using custom fields allows you to use the information to filter reports.
QuickBooks Options: Use these settings to control sharing of customer information with
QuickBooks financial software and to set up and maintain charge accounts for the customer.
o Use with QuickBooks: Select this checkbox share this customer's information with
QuickBooks. A company preference controls the default setting of this option.
o Charge Account: Select to allow charges for this customer and enter an account
limit. Learn more
Customer Settings: Use this area to set other options:
o Customer ID (Pro): Customer IDs are automatically assigned to new customers and
can be used to print scannable ID cards. Learn more
o Rewards Member (Pro): If offering a Rewards program, elect the checkbox to enroll
this customer. Learn more
o Alternate contact info: Enter additional phone numbers.
o Customer Type: Categorize your customers in ways that are meaningful to your
business. Learn more
o Tax Location: Specify a customer tax location for special tax handling (Set up can use a
0% tax location for tax-exempt customers). Learn more
o Customer Discounts: If applicable, click the Discount button and specify a customer
discount or price level to suggest on all sales to the customer. Learn more
o Accept Checks: Select the checkbox if checks are to be accepted for payment from this
customer.
Printed Documentation
14
Addresses (Pro): Use this area to enter additional shipping addresses and print shipping labels.
The address entered in the Contact Info section is automatically added as the default shipping address.
Select the Do not mail to Bill To Address checkbox to prevent this and then click Add to enter alternate
shipping addresses (up to ten). Designate one as the default. The default shipping address will be
suggested when you add shipping information to sales receipts.
3. Select Save.

Notes:
If an existing customer record is very similar to a new one you are creating, copying and editing the
existing record might be the quickest way to create the new record.
If you are integrated with QuickBooks financial software:
Customer names can be sent to QuickBooks in the order you prefer (e.g. <first, last>or <last,
first>). Learn more
Charge account balances and limits are shared between the programs. You cannot track account
charges without also having the Use with QuickBooks option selected. Learn more
Note: The availability of customer tracking features can be controlled by your Features to Use preference settings.

Related Topics
Track customers by type
Track business customers
Edit customer records
Add a New Vendor
How do I? | Vendors Overview | Import Vendors
Basic
Note: If you have accessed this topic after copying another vendor record, start with Step 2. Edit the information brought from the
copied record as needed.

Pro Note: In a multi-store configuration, only Headquarters can add or edit vendors.
To create a new vendor record:
1. Select New Vendor from the Purchasing menu.
A blank vendor form is opened.
2. Make entries in the vendor information fields, as needed.
Company is a required field.
3. Select Save.

Related Topics
Copy a vendor record
Add a vendor directly in the vendor list
Enter vendor payment terms
Track multiple vendors for an item (Pro)
Add a New Inventory Item
How do I? | Import Items
Add an item
Edit an item
Delete or merge items
Use service items
View inventory reminders
View an item's history
Get Started
15
User reorder points
Find an item
Customize item list columns
Filter the item list
Export my item list
Track item price and cost
Use Price Manager
Adjust cost or quantity
Take a physical inventory
Print price tags
More...


Use this procedure to add a new item to your inventory. You can also read specific procedures for adding non-
inventory, assembly, group, style or service items.

Notes:
Your ability to perform this task may be limited by security rights.
You can add a new item while making a sale or creating another document. Learn more.
To add a new inventory item:
* Indicates a required field.
1. Open your item list, and then click Add from the window toolbar.
A new item form is opened. View Sample


2. Enter the * Item Name/Item Name. This is the short item description that is printed on sales
receipts. The field label can be customized.
3. Navigate through the sections and fields of the item form, entering information as appropriate .
Following are descriptions of the most commonly used fields in each section. More detailed explanation
are located in the item fields topic.
Basic Info
*Item Type: Leave set to Inventory. If you wish to add a different item type, click a link for
specific instructions: non-inventory, assembly, group, style or service items.
*Department: Select the department to which the item belongs from the drop-down list.
Printed Documentation
16
Item/Description 2: Secondary, long description field used to record additional information.
This field label can be customized to meet your needs.
Size: Enter the size for the item (if applicable). If using abbreviations, try to be consistent,
e.g., Sm, Md. and Lg for example. Consistent entries will make filtering and finding items in inventory
and on reports easier. This field can also be used to describe a second item attribute other than size if
desired. This field label can be customized.
(Pro) To add a line of related items differing only by size/attribute, click the Style
button to enter the size and attribute combinations. Learn more.
Attribute: Use to describe an item characteristic, such as the color, pattern, material, or a
second size. This field label can be customized.
Reg Price: Enter your regular sale price or leave blank and let Point of Sale use a department
pricing formula to calculate it for you.
Click the Pricing button for additional price fields.
Avg Unit Cost: Enter a value if this is an existing item in your store on program startup or if
you know the cost for a newly ordered item. If you leave this field blank, Point of Sale will auto-fill it
with the cost when the item is received on a receiving voucher and maintain it by averaging the item
cost over time. Learn more
On-Hand Qty: Enter a value if this is an existing inventory item in your store on program
startup. If you are defining a new item that you will be ordering, leave this field blank for now and Point
of Sale will auto-fill it when you receive the item on a receiving voucher. Learn more
(Pro HQ) Click the Available button to enter existing on-hand quantities at other
stores.
Tax: Review the tax field and select a tax code if necessary. If you defined a default tax code
in the associated department record it will be suggested for the item.
UPC: Scan or type the UPC code. Learn more about these item identifiers.
Quick Pick Group: If you've defined Quick Pick Groups in your inventory preferences, you
can assign an item to one of those groups to use with the Quick Pick Item feature on sales receipts
and receiving vouchers.

More Info
Vendor. Select the primary vendor from which you order this item. (Pro) Click the Alt Vend
button to add alternate vendors and their order costs.
Order Cost. Enter an order cost, if known, for your primary vendor. This is what you currently
pay your vendor for one unit of the item. Learn more.
Reorder Point. Enter a quantity if you want Point of Sale to remind you when it is time to
order more of the item.
(Pro HQ) Click the View All button to enter/view reorder points for each store
individually.
*Item Number. Suggested by the system, but can be edited.
Alternate Lookup. Enter an alternate lookup value that can be used to quickly add the item
to documents. Learn more about these item identifiers.
Base Unit. When using multiple units of measure, the smallest quantity by which an item is
sold or purchased. Learn more.
(Pro) Click the Units button to add additional units of measure.
Manufacturer. Enter the item manufacturer. This name can be used to search for an item or
to filter reports.

Comments
Get Started
17
Use this free-form text Comments field to enter any pertinent item information not covered by
another item field.

Misc and Shipping
Print Tags Select to include this item when printing tags. For items that you do not tag,
clear the checkbox. This will help prevent inadvertently printing the tags when the item is included on a
document or in a list for which you are printing tags.
Add to Mobile Select to include this item to display on your mobile device.
Unorderable select to have the items reorder point temporarily ignored and alerted if the
item is added to a purchase order or receiving voucher. This option can be used to remove seasonal
or discontinued merchandise from your reorder reminders and reports.
Use Serial # (Pro) Select to be prompted to enter serial numbers when this item is listed on
a document. Learn more
Earn Commission (Pro) Select to include sales of this item when calculating commissions
for your associates. Learn more
Shipping Weight, Height, Length, Width (Pro) Enter shipping specifications to use when
shipping the item.

QuickBooks Options
Define QuickBooks Item Account Information
Available only if integrated with QuickBooks financial software. You can customize the way item transactions
are sent to QuickBooks by specifying QuickBooks accounts here.
By default, the item accounts are auto-filled using the default item accounts specified in company preferences,
but you can change them on an item basis on this window. Learn more.


5. To add the item to your Mobile device, click the Sync to Mobile box in the Misc and Shipping
section.
OR
Click the Mobile box next to the Item #on the Item List.
6. Click Save.



Related Topics
Copy one item to add another
Add pictures to an item
Define multiple units of measure
Import QuickBooks Items
Overview | Customize Financial Exchange | FAQs

(Pro) This option is available at Headquarters only.
You may have existing items in QuickBooks that you now want to track in Point of Sale. You can easily import
these items to Point of Sale at any time, making them available to list on Point of Sale documents. Importing your
QuickBooks items is optional. After importing, inventory items are not routinely exchanged between the two
programs. The imported items should be tracked only in Point of Sale after import.
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After the two programs are integrated, you will be prompted to import your QuickBooks items each time you open
your item list in Point of Sale until you elect to import or indicate that you do not want to import. Choose Ask Me
again Later if you plan to import, but are not ready to do at this time.
To manually initiate an import of your QuickBooks items:
1. Make sure your QuickBooks financial software is running and in single-user mode.
2. Select Import QuickBooks Items from the Financial menu or from the Advanced Options page
of the Financial Center.

More Information about Importing QuickBooks Items
What are the benefits of importing my QuickBooks Items?
Are there reasons I may not want to import my QuickBooks Items?
Can I import QuickBooks items later?
Can I import some items and not others?
Can I control how my imported inventory items are described in Point of Sale?

Notes:
Importing of items from QuickBooks can be done multiple times. This can be helpful if you import only
selected items the first time and later want to import the others, want to import from multiple QuickBooks
company files, or have added new items to QuickBooks after the initial import. Be careful not to import the
same items a second time or duplicate item records will be created in Point of Sale.
Once imported, the imported items should no longer be tracked in QuickBooks. It is strongly recommended
that all purchasing, receiving, and selling of these items be done in Point of Sale only.
The on-hand quantity of imported items is set to zero (0) in QuickBooks and a compensating General
J ournal transaction is created to debit the Inventory Asset account. On the Point of Sale side, inventory
adjustment memos are created to record the addition of the items to inventory. The memos are sent to
QuickBooks, balancing against the General J ournal transaction so that no net change in inventory value
occurs.
Imported items should be reviewed and edited to take advantage of the inventory tracking and control
features in Point of Sale.
If you have existing items (and customers and vendors) in an application other than QuickBooks financial
software, you may be able to import this data using the Data Import Wizard.
Related Topics
Financial Exchange overview
Troubleshoot Financial Exchange
Data Import Wizard Overview
Data Import Instructions | Tips | Data Export Wizard

Note: This topic may refer to data types not applicable to your Point of Sale installation. For example, Point of Sale Free users
cannot import customer, vendor, or item quantity information and Basic users cannot import item pictures.

When you first begin using QuickBooks Point of Sale, you may already have existing customer, vendor, and/or item
information in another application (other than QuickBooks financial software). Or, you may receive data from an
outside source that you wish to enter into the program periodically, such as from your vendors.
The Data Import Wizard is designed to spare you the time-consuming task of having to manually enter large
amounts of existing data into Point of Sale, such as items, item pictures, customers and vendors, allowing you to
import this data instead. This tool is particularly useful for:
New users of Point of Sale who want to import data from another software application. The other software
application must be able to export the data into an Excel spreadsheet or comma-delimited text file (.csv).
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Existing users of Point of Sale who want to import data provided by vendors, such as catalog information
or new pricing for new or existing inventory items
You can import data from:
An Excel spreadsheet by copying and pasting into a predefined template we have supplied for you
A custom Excel spreadsheet in another format (generated by another program, from a vendor, or that you
have created)
A comma-delimited text file (file extension must be .csv)
(Pro) A folder of picture files; on your computer or on a CD, DVD or other media. Special considerations
apply to picture imports; click here to learn more.
Information from any of the above sources is mapped into the correct data fields in Point of Sale. If the imported
data affects your inventory value (item cost or quantity), Point of Sale creates adjustment memos with an entry in
the Source field of Import.
View the complete instructions for using the wizard to import your data or select Help on each page of the wizard
for additional information about the choices on that page.

Notes:
(Basic, Pro) The Data Import option can be accessed from the File > Utilities menu on the Server Workstation
only.
(Pro) In a multi-store configuration, remote stores can import only customers.

Getting Started: Notes on Item Quantities and Cost
Available Quantities | Decimal Quantities | Decimal Costs
Basic
The Average Unit Cost field in inventory reflects the average cost of the currently on-hand quantity of an item.
This value is automatically recalculated by Point of Sale when you create a voucher to receive an item at a cost
different than what is currently recorded. How does order cost differ from average unit cost?
The On-Hand Quantity field reflects the number of units of an item currently in stock. This value is automatically
updated as you create vouchers, receipts, and, if applicable, transfer slips.
Item quantities and costs have significant impact on your inventory value and your financial records. For this
reason, it is recommended that you manually enter or edit these values only when entering items already in your
store when you begin using Point of Sale. From that point on, Point of Sale maintains an accurate ledger of
changes in these values with the use of transactional documents (receiving vouchers, receipts, transfer slips, and
adjustment memos) and the Physical Inventory utility. The table below summarizes how quantities and/or costs are
updated in various ways.

Method Comments
Receiving
vouchers
Updates on-hand quantity, average unit cost,
and order cost in inventory. Should be used for
receiving all new and reordered items into
inventory. When you define a new item in
inventory that is to be received later, we
recommend you leave the On-Hand Quantity
and Average Unit Cost fields blank in
inventory and allow the receiving voucher to
update them.
Receipts When an item is sold or returned on a receipt,
the on-hand inventory quantity is adjusted up
or down accordingly.
Adjustment
memos
A memo is used anytime quantity or cost must
be manually adjusted (because it is not
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handled by a receiving voucher, receipt, or
physical inventory count). Many actions, such
as conducting a physical inventory, or
manually editing the cost or quantity fields,
automatically create adjustment memos for
you.
Physical
Inventory
Updates on-hand quantities only. Updating a
physical inventory automatically creates
adjustment memos to update inventory.
Transfer slips
(Pro)
A transfer slip has no affect on company
inventory quantities, though it does increase or
decrease the on-hand quantities at the specific
stores involved in the transfer.
Return to top
Routine Tasks
Understanding Point of Sale Documents
How do I?

Note: References to tracking item quantities or costs in this topic do not apply to Point of Sale Free.
There are two general document types used in Point of Sale: transactional documents and order documents.
Transactional documents record changes to inventory and provide a permanent history of those changes.
Transactional documents can never be deleted, and in most cases cannot be edited after being saved. For this
reason, transactional documents, after being saved, are also referred to as history documents. History documents
are used to run reports, to build customer, vendor and item histories, and if you use QuickBooks financial software
are sent to update your financial records.
The transactional documents available in Point of Sale include:
Sales and return receipts, which record item sales, returns, and exchanges, i.e., quantities
removed from or returned to inventory. Upon saving, receipts are added to your sales history list. Learn
more.
Recei ving and return vouchers, which record item quantities added to or removed from
inventory when received from or returned to your vendors. Vouchers also update item costs and may, in
the case of items being received for the first time, also update item price(s) in inventory. Upon saving,
vouchers are added to your receiving history list. Learn more.
Adjustment memos, which are used to record changes to item quantities or costs not covered
by other transactional documents. Adjustment memos are automatically created by Point of Sale for
certain activities, such as when you conduct a physical inventory or manually edit an items quantity or cost
in inventory. Adjustment memos can also be manually created to correct errors or update inventory for
shrinkage, donations, or the removal of damaged merchandise. Upon saving, adjustment memos are
added to your adjustment history lists (separate lists for quantity and cost memos). Learn more.
Transfer slips (Pro), which record the movement of item quantities between stores. Transfer
slips have no affect on your company inventory value, but are used to maintain an accurate count of item
quantities at each store, as well as recording freight charges related to the transfer. Upon saving, transfer
slips are added to your transfer history list. Learn more.
Order documents are used to plan the purchase or sale of merchandise or services. The information recorded on
an order document, such as items, costs, prices, deposits, fees, and terms can be easily transferred to a
transactional document when the merchandise is actually received or sold. Once recorded on a transactional
document, the order document can be safely deleted.
The order documents available in Point of Sale include:
Purchase orders (Basic), which are used to record the planned purchase of merchandise from a
vendor. A purchase order indicates to your vendor that you wish to purchase a specified quantity of an
item or items at a specified cost. When the ordered merchandise is received, it is recorded on a receiving
voucher, which updates inventory accordingly. Learn more.
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Customer orders (Pro), including layaways, sales orders, and work orders, which are used to
record the planned sale of merchandise or services to customers. Customer orders typically involve taking
a deposit when the order is placed, optional additional deposits over a period of time, and ultimately final
payment when the merchandise or service is recorded on a sales receipt. Items listed on customer orders
are deducted from inventory only after you record them on a sales receipt to fulfill the order. Learn more.
Note: The In Progress field at the top of the page provides a drop-down list that displays tasks that you are
currently working on. By making a selection from this drop-down list, you will be taken directly to the work area for
that particular task. This allows you to more effectively multi-task.
Make a Sale
How do I? | Store Charges or Credits | Take Payment | Returns
Add items to receipt
Edit receipt items
Add customer to receipt
Change receipt price level
Give discounts
Sales tax ..
Take payment...
Sell gift card or certificate
Hold or cancel receipt
Print gift receipt
Take return or exchange
Pay cash out of drawer
Sales history tasks...
Setup & troubleshoot...
Additional Pro options...


This topic provides the basic instructions for making a sale. Use the How Do I? and other links on this page for
advanced options and more information.
Click the symbols in this procedure to view detailed instructions.
Only Basic and Pro users can track customers on receipts.
This symbol indicates more information is available. Click to expand the information.

To make a sale:
1. Select Make a Sale button or the Make a Sale icon within the Navigator.
2. In the Scan or enter item information drop-down box, scan or type item information to search
for the item being sold.
2.
Scan the bar code from the item tag.
Type the item's UPC, Item #, or alternate lookup value and press <Enter> Learn more about
these item identifiers
Search by item name (type beginning characters) or other item keyword. A list of matching
items is displayed. Select an item from the list by clicking it (keyboard users, press the down
arrow key to scroll, then <Enter> to select). The selected item is added with a sales quantity of
1.
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If no matching item is found, check your spelling or the identifier you entered.
Entering fewer characters will find more matches.
To see your entire item list, click the icon with no entry in the item search field.
You can scroll through the list looking for the needed item.
Click Sell a Miscellaneous Item or Add a New Item to Inventory.
Learn more about adding items to documents

3.
OR
Click Quick Pick Item to select an item from your pre-defined lists of frequently sold items.
3. If necessary, click the action buttons below the line item to edit the quantity, price, give item
discounts, etc.
4. Repeat until all items being sold have been listed.
5. (Optional) In the Enter customer name or phone box, type or scan customer information to add
the customer to the receipt.
4.
In the Customer field, begin typing the customer last name (recommended) or other search keyword
(first name, phone number, company name, etc).
As you type, Point of Sale shows a drop-down list of your matching customers, separated into
last name matches and matches using all customer fields. If there are last name matches, they
are displayed first. Click the results line to open all field matches if necessary.

Option: With no entry in the field, click the icon to show your entire customer list. You can
scroll through the list to look for the customer.
Click a name to select it. Keyboard users can use the arrow up/down keys to move through
the list and <Enter> to make a selection.
If the selected customer has an associated discount, price level, or special tax handling, you
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are prompted to apply it to the sale.
If the customer isn't found, click the Add New Customer to create a new customer record.
Click the View/Edit button to open the customer record or the Delete button to remove the
customer from the receipt.

Not all customer information is displayed on a receipt. For example, the customer's address, charge
account information, and check acceptance status are not displayed. However, you will be notified if a
credit limit is exceeded, if checks are not accepted, or if a reward is available for the customer.

5.
6. (Optional) To discount the entire sale (called a global discount), select Give Discount from the I
Want To menu. Select or enter a discount percentage or amount in the popup dialog. Global discounts are
shown in the totals area of the receipt.
7. Click the button for the payment type used by the customer (Cash, Credit, Debit, etc.) and enter
the tendered amount and any requested information. If taking payment by more than one payment type,
repeat for each type. Details
8. Select Print Receipt to record the sale and give the customer a receipt. If change is due the
customer, the change amount is displayed.

Notes:
The Quickbooks Point of Sale Mobile Sync feature gives you the power to make sales and track
your inventory using your mobile phone or tablet. Make sure to sync to your mobile device to take full
advantage of this feature.
In a Pro configuration with multiple stores, Headquarters can make receipts for another store. From the I
Want To menu, select Change Store and specify the store for which you are making the receipt.
Learn more

Related Topics
E-mail receipts to customers
Receipt field descriptions
Customize printed receipts and other documents
Multi-store Sales
Purchasing Overview
How do I? | Create a New PO | Receive Ordered Items
Create a PO
Edit item order costs
Enter discounts and fees
E-mail a PO
Receive against a PO
View open POs by item
Purchase from multiple vendors
Find a PO
Edit a PO
Track POs by status
Delete filled POs
View suggested POs
Handle special orders

Pro
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Note: The availability of purchase orders is controlled by your Features to Use preference settings.

When merchants need to restock or add new merchandise, they create and send temporary documents called
purchase orders (POs) to vendors. A PO typically includes the following information:
The vendors name
Order, shipping, and cancel dates
A list of the items ordered, including description, order cost, and quantity ordered
The total cost of the order, including applicable discounts and fees
Optionally, terms of payment and payment due date (for tracking purposes)
A summary of the PO fill status (what has been received and what has not)
Ship To and Bill To stores
The merchandise ordered on a PO is added to inventory when its arrival is recorded on a receiving voucher. When
a PO has been filled, it can safely be deleted. The receiving voucher(s) that reference the PO provide the
permanent record of the item purchased.
Purchase orders are not shared between Point of Sale and your QuickBooks financial software. Since they are
planning documents, they have no effect on inventory valuation.
Remote stores can generate POs only for special order items. Regular POs are created only by Headquarters and
are sent to each remote store for merchandise destined for their store. The remote store can reference those POs
to create receiving vouchers. Learn More.

Note: If you have defined Reorder Points for your inventory items, you can easily view a list of the items whose on-hand
quantities are at or below the reorder point on the Reminders window. Pro users can have Point of Sale suggest POs for the
items on the reorder reminders.

Related Topics
Track PO fill status
PO field descriptions
Security Rights for Purchase Orders
Preferences for Purchase Orders
Multi-Store Purchasing & Receiving
Going Mobile
How do I? |
Receive against a PO
Receive without a PO
Update cost of received item
Update price of received item
Enter vendor billing information
Enter discounts, freight, and fees
Record item serial numbers
Find a saved voucher
Edit a voucher
Reverse (correct) a voucher
View a vendor's receiving history
Return merchandise to vendors
Print tags from a voucher
Transfer items to other stores

Basic
The Quickbooks Point of Sale Mobile Sync feature gives you the power to make sales and track your inventory
using your mobile phone or tablet . Mobile Sync allows you to share your items with your mobile devices and make
sales wherever and whenever you need.

Why Sync to your Phone or Tablet?
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The QuickBooks Point of Sale Mobile Sync feature gives you the freedom to ring up credit card sales anywhere
inside - or outside - of your store.
With an Intuit Payments Account and our free GoPayment app, you can make payments
anywhere, anytime.
Start accepting payments instantly. Simply activate your payments account and you are
ready to go. No application required.
All sales and inventory information instantly syncs with your Point of Sale software so
your records are always accurate and up-to-date.
The Sync feature automatically records new payments as QuickBooks Sales Receipts.
Never miss a sale whether you are on the road, at a conference, or working a convention.
Long lines at the store? Provide the best in customer service by completing sales on the
spot.
If you are a QuickBooks user, all your information automatically syncs with your
QuickBooks financial program. No more entry errors from re-keying data. Plus, you'll
have everything ready for tax time.

Note: Intuit values your privacy and the security of your information. When using the
Mobile Sync feature, your data is safely stored and securely transmitted through our
servers directly to and from your mobile device. Intuit adheres to rigorous banking
industry protection standards for secure data transmission.

Get Your Intuit Payment Account first

Before using the Mobile Sync feature, you'll want to first obtain an Intuit Payments Account.
With an Intuit Payments Account, you can accept all major credit and debit cards as well as add Gift Card Services
to your business.
To start accepting credit cards in QuickBooks Point of Sale 2013:
1. Launch QuickBooks Point of Sale 2013.
2. From the File menu, select Setup Interview and choose the Payments tab.
3. Click Yes to accept credit and debit cards.
4. Click Sign In.
5. Be sure to sign in using the User ID (email) and password that you had previously created.
If there is more than one, you will be prompted to select the right account.

Learn more



Printing Tags: Overview
How do I? | Supported Tags | Printing Preferences | FAQs
Print tags
Specify tag printing templates
Disable tag printing for an item
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Print the MSRP on tags
Print markdown or discount tags in Price Manager
Print cost on tags in code
View supported tag and label styles and sizes
Customize my tag templates
Import print templates
Installing supported printers
Troubleshoot my Zebra tag printer
Order printing supplies


Item price tags can be printed from inventory, purchase and receiving documents, transfer slips, the Price Change
reminders window, and from the Price Manager and Physical Inventory windows.
The appearance of printed tags is determined by the default print template you have specified in workstation
preferences or you can change the template at time of printing. Pro users can also customize or create new tag
templates to meet their individual needs.
Tag printing is supported to compatible dedicated tag printers (e.g. the Zebra LP2824) and to standard inkjet/laser
printers (using sheet labels). A dedicated tag printer allows you to print to hang tag, jewelry tag, and adhesive tag
templates available on roll stock.



Tags can be printed with or without bar codes or the reference MSRP (manufacturer's suggested retail price).
When printing tags with bar codes and using the default tag templates, Point of Sale uses the inventory item
number to produce the bar code, not the UPC code. This allows you to print bar-coded tags and list items on
documents by scanning them, even if you do not have a vendor-provided UPC code for the items. Learn more.
The MSRP is included on printed tags if it has been entered on the item record. If you do not wish to include the
MSRP, don't enter it on the item record or remove the field from the template you are using with Print Designer.

Return to top

Other Tag Printing Topics
List of compatible tag printers
Installing supported printers
Common issues with Zebra tag printers
Printing mailing and shipping labels
Printing shipping labels
Printing tags for alternate vendors
Item tags printed from inventory always include the information for your primary vendor. To print tags that
include alternate vendor information, such as the alternate lookup or UPC values, print the tags from either the
purchase order or receiving voucher used to purchase the items from the alternate vendor.
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Ordering printing supplies
End of Day Overview
How do I?

The retail day is over; the doors are locked. It is time to tally up the sales, count the money, exchange information
with your financial software, and back up your data before you head home.
When you initiate the End of Day procedure, these tasks are carried out as you specify, prompting you for input as
needed.
Note: In a multi-workstation configuration, the End of Day procedure must be run from the Server Workstation if you wish to
include a data backup or Financial Exchange.
Pro Note: In a multi-workstation configuration, the End of Day procedure must also be run from the Server Workstation if you
wish to include Store Exchange.
To run the End of Day procedure:
1. Select End Of Day Procedure from the Point of Sale menu.
The End of Day window is displayed.
2. Select the individual procedures you wish to run by selecting or clearing the checkboxes for each
and specifying options:
Run an End of Day report (drawer count, store close, or status). Select the specific X/Z-Out
report type, specify a date (default: today), and optionally select the checkbox to print the report
immediately without previewing. Learn more
Back up your company data. Specify the default location or an alternate location. Learn more
Send data to other stores. Learn more
Settle Merchant Account (send credit and debit card transactions to processor). Learn more
Exchange data with QuickBooks financial software. Learn more
3. Select Start.
4. Enter additional information as prompted.

Notes:
If you have scheduled data backups, you may not want to include another backup in your End of Day
procedure.
Run a Report
How do I? | Memorize a Report | Report Dashboard
Modify a report
Drill down to report detail
Memorize a report
Manage my reports
Export a report to Excel
Use security access levels
Run cash drawer reports
Run Merchant Service reports
Use the report Dashboard
Refresh report data
View a chart or graph
Run multiple reports


These are the basic instructions for running a report from the Report Center. Use the links below or read the Report
Overview to learn about additional options and access points for reports. In addition to reports listed below, there
are now Mobile reports to select as well.
To run a report:
1. Select Report Center from the Reports menu.
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2. On the Report Center window, select the Overview tab.



3. Select one of the following:
A report link on the left These are the most common reports in each category. After selecting
a report, you will have the opportunity to specify certain options, such as the date range, appearance, and
data to include (choices which vary by report).
A memorized report When a memorized report is selected, it is immediately ran using the
saved settings. Steps 4-5 below do not apply. You can further modify the report after it is displayed if
necessary.
Create a Report Launches the report wizard that will help you build the report you need.
All Reports To view all available report categories and individual reports. Learn more about
this option.
4. Follow the on-screen prompts to modify various report options. Select Help on each options page
for more information.
5. Select Run. The report is displayed.
You can further modify the report and drill down to view additional detail and related records with the report
displayed. Learn more.
6. From the top toolbar, choose how you want to output the report:
Select Print to send the report to your printer. Note: Printing large reports
Select Excel to export the report as a spreadsheet (you must have Microsoft Excel installed for
this option).
Or, from the I Want To menu:
Select Add this Report to Dashboard. Learn more.
Select Memorize this Report and give it a name to add the report to your memorized reports list
Notes:
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The printer used for your reports is specified on the Documents & Printers page of workstation
preferences.
Specific information about running cash drawer reports (X/Z-Out) is available here.
(Pro) Headquarters can run reports for any store, a selected group of stores, or all stores, while remote stores
can run reports only for their own store. When running reports at Headquarters, use the Modify Report >
Filters option to specify the stores to be included in the report.
Getting Started: Conducting a Physical Inventory
Physical Inventory Overview
Basic
A physical inventory (PI) is an actual count of the merchandise in stock. The Physical Inventory utility is the
quickest way to update on-hand quantities for a large number of items in inventory.
A physical inventory is always recommended as part of the startup procedure and periodically thereafter to verify
and adjust inventory counts.
A physical inventory involves:
Recording physical counts for every individual item in the store
Entering these physical counts into Point of Sale so the program can compare the counted quantities to
the currently recorded quantities on hand in inventory
Reviewing any discrepancies found
Updating your inventory on-hand quantities to reflect your physical inventory counts
The automatic creation of adjustment memos by Point of Sale to track the quantity changes and update
your inventory value in QuickBooks financial software
For more information about conducting a physical inventory, click the Physical Inventory Overview link at the top
of this page.
Quick Pick Item
List Items on Documents: Overview

Quick Pick allows you to group items in inventory and then quickly add items from these groups to be purchased
with fewer mouse clicks. Quick Pick works especially well for frequently sold items or services that you do not tag.
One example: In a sports shop, you keep a barrel of ice-cold sports drinks in several flavors near the checkout
counter. The icy wet conditions make tagging impractical. So, you complete the following steps to make them
Quick Pick items.
Note: These procedures illustrate using Quick Pick for sales. They can also be set up and used when receiving items from your
vendors.

Define Quick Pick Groups

1. On the Make a Sale page, click Quick Pick Items from the left sidebar.
2. Click Add Group.
3. Type the name of the new Group on the new icon that displays.
4. Right-click on any Group icon to change the Group color, rename the Group, or remove the
Group from Quick Pick.
There is no limit to how many Quick Pick groups you can add; add one group for each collection of related items
you wish to add as Quick Pick items.

Add Items to Quick Pick Groups

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1. On the Make a Sale page, click Quick Pick Items from the left sidebar.
2. Click on the Group to which you want to add items.
3. Click Add Item.
4. In the Select an Item box, type, search, and select the item you wish to place into this Group.
Once selected, the item information will display within the Group. An item can be assigned to only one
Quick Pick Group at a time.
5. Repeat steps 3 and 4 to add more items to the same Group.
6. To select another Group, click Groups.

For Quick Pick to work effectively, try to keep the number of items to 12 or less (so they can all be displayed on a
single Quick Pick page from a receipt).

Remove Items from Quick Pick Groups

1. On the Make a Sale page, click Quick Pick Items from the left sidebar.
2. Click on the Group with the item you wish to remove.
3. Double-click on the item you want to remove and select Remove Item from Quick Pick.

The removed item was only removed from the Quick Pick Group. It still remains in the Item List.

Sell the Item
1. On the sales receipt, click Quick Pick Item from the left sidebar.
2. From the Quick Pick Item dialog, click the desired Group. If more than 12 groups exist, previous
and next page buttons are added to this dialog.
3. Click the specific item to add it to the receipt.

Note:
You can use the Quick Pick Item List report (In Items >Current Inventory category) to view or print a
list of all your Quick Pick groups and items.
Related Topics
Make a sale
Receive items
Run a report

31
The Basics
How do I?
Help & Support | Glossary
What area do you need help with?
Inventory
Sales and returns
Sales tax
Customers
Customer Orders
Vendors
Purchasing
Receiving
Employees and security
End of Day procedure
Reports
Store Exchange
Integration with QuickBooks financial software
Entering or editing records
Program navigation, lists and forms, finding records
Configuring or customizing Point of Sale
Accepting credit & debit cards
Accepting & selling gift cards
Printing
Hardware
Working with your company data file
Point of Sale licensing
Getting updates to Point of Sale
Import/Export Data and Write Letters
Troubleshooting
Finding other applications that work with Point of Sale
Security and Program Preferences
Employees/Security | Company Preferences | Workstation Preferences

Security settings and program preferences can control the availability of many program features. If a feature is not
available to you, your security group assignment or the program preference settings may not be set to allow you
access to that feature.
Ask your system administrator to review these settings.

Employees & Security
Employees can be added and passwords and security rights assigned by selecting Security from the Employees
menu. You must log in as the System Administrator to add employees.
Employees must be defined if you want to list their names on documents, create sales performance reports, limit
access to specific features or for Pro users, track hours worked or commission sales.
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By requiring employee logins, you can control access to features by assigning employees to one of four predefined
security groups, each with a specified set of security rights. You can also define your own custom security groups
with the access rights you prefer.

Program Preferences
The Company and Workstation preferences allow you to configure QuickBooks Point of Sale to work with your
hardware and accessories, establish data control, and customize many features.
There are two preferences modules that are accessible from accessible from File >Preferences:
Company Preferences - affects all Point of Sale functions and workstations.
Workstation Preferences - applies to an individual workstation.
This arrangement allows you to maintain central control over critical program features through Company settings,
while also allowing individual workstation setups to be optimized for a particular purpose or hardware.

Data Protection
The electronic data that you gather during day-to-day business operations is invaluable and must be protected from
harm. Power failure, media defects, disgruntled employees, or hardware problems can destroy days or weeks of
accumulated information. Backing up your data on a regular basis enables you to recover from such events as
quickly and painlessly as possible. Failure to do so puts your entire business at risk.
Note: If you have Free Online Backup through your Point of Sale or Quickbooks support plans, it is a separate
software that needs to be installed and configured for you to be protected.
Please read the data backup/restore overview and implementing a comprehensive data protection strategy for
more information and suggestions.

Return to top
Messages

The Message board, displayed on the Home Page and accessible from the receipts, inventory, receiving, and
customer areas, allows you to leave notes for yourself or other employees. Point of Sale will also post messages
for you when something needs your attention, such as inventory reminders.

Messages can be displayed in "sticky note" format or as a list and are searchable. System notes, such as inventory
reminders, will contain a link to take you to the screen on which you can review or complete the task.
Click the +icon at the top to add a new message.
To search for a message, begin typing a search keyword in the Search message box. Point of Sale
dynamically locates messages with matching characters as you type and displays them. Clear the Search
box to see all messages again.
Click one of the icons to the right of the Search message box to change the display to list format or the
stickies format, which is the default. The list format allows you to see more messages at one time.
To delete a message, move your mouse over the message, then click the Remove link that appears in the
lower right corner.
Use the Minimize feature at the bottom to close or open the Message view.
Related Topics
Note, Comment, and Instruction Fields
Work with Forms and Lists
Work with a Form
How do I? | Find a Record or Document | Work with a List

A Point of Sale form is a detailed view of a single record or document. Forms are used when creating or editing a
document or record.
The Basics
33
Point of Sale has three form styles: sectioned, tabbed, and document.
Sectioned Form Example: Customer




Tabbed Form Example: Vendor




Document Form Examples: Sales Receipt Purchase Order










Following are descriptions of available form functions:
To Do this
Navigate fields Touch or click the field you wish to select.
Use <+> or <Tab> to move forward through
fields.
Use <+> or <Shift + Tab> to move back
through fields.
Only fields yellow/white in color can be edited.
Gray fields cannot be selected or changed. If
you believe you should be able to edit a field
but cannot, check the logged-in user's security
rights or read the following:
Why is a Point of Sale feature not available to
me?
Editing Documents
Change Tabbed
Page
(Tabbed Forms)
Click or touch a tab at the top of the form.
Keyboard: Press <Ctrl+1>, <Ctrl+2>, etc. to
move to each tab in sequence.
Expand/Collapse
Section
(Sectioned
Forms)
Click or touch the section titlebar.
Cycle through
records
(Tabbed Forms)
Use <Ctrl + Page Up> to display the previous
record in the associated list.
Use <Ctrl + Page Down> to display the next
record in the associated list.
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This function is only available from the primary
tabbed page (Name & Address page in a
customer record) and cannot be used while in
the process of creating a new record.
Enter or edit
data in a field
How do I?
Select an editable field and begin typing to
overwrite the current entry. Click in the field a
second time to edit character-by-character.
To edit the items listed on a document, select
the item and then click Edit or another action
button on that row.
Return to top

Related Topics
Enter data
Work with a List
How Do I?
Note: Not all tasks apply to all list types.
Sort and scroll in a list
Filter a list
Customize list columns
Customize a list information panel
Print a list
Export a list
Customize my printed documents


Lists present all (or a filtered subset) of the documents or records created in an area in a format similar to a
spreadsheet. A list can be sorted, filtered, and searched to help you locate a record or group of records.
There are two list types in Point of Sale, with slightly different features and procedures. Choose the list type you are
working with for more information:
Item, Customer, Sales History, or Receiving History lists
This information applies to item, customer, sales history, and receiving history lists. Shown is an item list for
example.
The Basics
35


The same list is shown below with Show Details for the selected record shown. Drag the divider line between
the list and the details to resize the detail pane. Details will stay open, even if you select another record, until
you click Hide Details. Click Edit to make changes to the current record.



The following functions are available in these lists:
To: Do this:
Add,
remove,
or
rearrange
columns
Right-click anywhere in the list and select customize
columns, or drag and drop a column header to a new
position. You can add, remove, and rearrange columns to
meet your needs.
Sort the
list
Click any column header to sort the list by the values in
that column. Click the same header a second time to
change the sort order (ascending or descending). A
indicates the column and order by which the list is
currently sorted.
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Scroll
through
the list
Use the scroll bar (on the right of window) to scroll
through the list of records.
If the list is too wide to display on the screen, there will
also be a horizontal scroll bar along the bottom of the
screen to move left or right.
Filter the
list
Select a pre-defined Filter from the drop-down list at the
top of the window and your records are instantly filtered,
displaying only the matching records. Shown is the item
list filter.

Search for
a record
Enter search keywords in the Search field at the top of
the list and matching records are instantly displayed.

The Filter button shows "Search Results" and the total
number of returned items is shown in the bottom-left of
the window.
Record
selection
& list
navigation
The selected record is highlighted in blue (as shown
above). With a record or records selected, choose an
action from the I Want To menu or toolbar.
Mouse/Touchscreen: Click or touch the record you wish
to select or select multiple records.
Keyboard:
Use the up/down arrow keys to navigate through
the rows to select a different record.
Use <Ctrl + Home> to move to the first record in
the list and <Ctrl + End> to move to the last.
Use <Page Up> to move to the first record
displayed on the screen and <Page Down> to move
to the last displayed record.
Use your arrow keys or <Tab> and <Shift +
Tab> to move one column right or left, respectively,
within the selected row.
Press <Home> and <End> to move to the first
or last column in the selected row, respectively.
The Basics
37
View
record
details
Double-click the record or select it and click Details
above the list.
Edit a list
item
Select the record and then click Edit above the list.
Change
column
widths
Drag and drop the separator lines between column
headers to change column width.



All other lists
This information applies to department, vendor, employee, customer order, purchase order, transfer history, and adjustment
history lists.
Shown is an example purchase order.

The same list is shown below in collapsed view. The information panel on the right contains data from the
record selected on the left. The top portion of this panel is customizable and the bottom shows the items listed
on the selected PO.

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Following are descriptions of the various functions available in these lists:
To: Do this:
Add, remove,
or rearrange
columns
Right-click any column header and select
customize columns, or drag and drop a column
header to a new position. You can add, remove,
and rearrange columns to meet your needs.
Sort the list Click any column header to sort the list by the
values in that column. Click the same header a
second time to change the sort order (ascending
or descending). A triangle icon indicates the
column by which the list is currently sorted. You
can also sort the list by multiple columns.
Go to a
record in the
sort column
To instantly go to an entry in the currently sorted
column, begin typing the first few characters of the
entry. For example, to go to a customer with the
last name of J ones, first sort your customer list by
the Last Name column (as described above), then
start typing "J o"
The typed characters are not displayed, but the
closest matching record to what you typed is
instantly located. You need only type enough
characters to uniquely identify the entry for which
you are looking. Learn more.
Scroll
through the
list
Use the scroll bar (on the right of window) to scroll
through the list of records. The scrolling indicator
displays your current position in the list.
If the list is too wide to display on the screen,
there will also be a horizontal scroll bar along the
bottom of the screen to move left or right.
The Basics
39
Filter the list Select a pre-defined or previously saved Filter
from the drop-down View menu at the top of the
list and your records are instantly filtered,
displaying only the matching records. Select
Create Filter to enter custom criteria. You can
save the custom filter for later use. Learn more.
View list
summary
statistics
Hover your mouse over the statistics field in the
status bar at the bottom of the window.

The statistics displayed pertain only to the
currently displayed records and vary by list. Learn
more.
Search for a
record
Enter search keywords in the Find field at the top
of the list and press <Enter>. The Find window
displays all matching records, from which you can
choose the one you want to work with. Advanced
options to narrow filter results are also available.
Learn more.
Record
selection &
list
navigation
The selected record is highlighted and has an
indicator arrow (r) pointing to it. With records
selected, choose an action from the I Want To
menu.
Mouse/Touchscreen: Click or touch the record you
wish to select or select multiple records.
Keyboard:
Use <+Z~+> to navigate through the
rows to select a different record.
Use <Ctrl + Home> to move to the first
record in the list and <Ctrl + End> to move to
the last.
Use <Page Up> to move to the first
record displayed on the screen and <Page
Down> to move to the last displayed record.
Use your arrow keys or <Tab> and <Shift
+ Tab> to move one column right or left,
respectively, within the selected row.
Press <Home> and <End> to move to
the first or last column in the selected row,
respectively.
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Editing fields
in the list
This feature applies to department, vendor,
and employee lists only.
To make edits in a list, you must turn on list edit
mode. List edit mode is useful if you wish to make
edits to multiple records on the same screen.
To enable/disable list editing:
Select List Edit On from the Edit menu. When
finished editing, select List Edit Off to disable this
feature. Leaving the list in any manner also turns
off List Edit Mode.
Advanced users may also want to use list edit
mode to add new records. J ust turn list edit mode
on before selecting New in a list.
Change
column
widths
Drag and drop the separator lines between
column headers to change column width. To
adjust all columns to the width of their largest
entry, right-click any column header and select
Adjust Column Widths from the popup menu.
View record
in a form
Double-click the record or press (<F8>).
Tip: Right-click context menus in lists




These actions are common to both list types:
To: Do this:
Add, remove,
or rearrange
columns
Right-click any column header and select
customize columns, or drag and drop a column
header to a new position. You can add, remove,
and rearrange columns to meet your needs.
Sort the list Click any column header to sort the list by the
values in that column. Click the same header a
second time to change the sort order (ascending
or descending). A small triangle symbol
indicates the column by which the list is currently
sorted. Select a link above to see additional
options, that vary by list type.
Scroll
through the
list
Use the scroll bar (on the right of window) to scroll
through the list of records.
If the list is too wide to display on the screen,
there will also be a horizontal scroll bar along the
bottom of the screen to move left or right.
The Basics
41
Search for a
record
Enter search keywords above the list. The system
finds and displays matching entries. Select a link
above to see additional options, that vary by list
type.
Record
selection &
list
navigation
The selected record is highlighted. With records
selected, choose an action from the I Want To
menu.
Mouse/Touchscreen: Click or touch the record you
wish to select or select multiple records.
Keyboard:
Use your up/down arrow keys to move
through rows.
Use <Ctrl + Home> to move to the first
record in the list and <Ctrl + End> to move to
the last.
Use <Page Up> to move to the first
record displayed on the screen and <Page
Down> to move to the last displayed record.
Use your arrow keys or <Tab> and <Shift
+ Tab> to move one column right or left,
respectively, within the selected row.
Press <Home> and <End> to move to
the first or last column in the selected row,
respectively.
Change
column
widths
Drag and drop the separator lines between
column headers to change column width.
View record
in a form
Double-click the record.
Return to top

Related Topics
Work with a form
Program capacities
Clean up your company data
Customize List Columns
How Do I?
Note: Not all tasks apply to all list types.
Sort and scroll in a list
Filter a list
Customize a collapsed list information panel
Export a list
Print a list
Printed Documentation
42
Complete other list tasks
Customize my printed documents


Use these procedures to add, remove, or rearrange the columns in a Point of Sale list. The procedure varies
slightly depending on your list. Select the list type you are working with for specific instructions:
Item, Customer, Sales History, or Receiving History lists
This information applies to item, customer, sales history, and receiving history lists.
To customize list columns:
1. Right-click on any list column header.
A list of available columns is displayed. The columns already shown in the list are at the top of the list with
checkmarks. The remainder of the list is the available columns in alphabetical order.
2. Scroll through the list and click the columns you wish to add (or click an existing column to
remove it).
3. When done, click anywhere outside the list to close it.
4. In the list, drag column headers to put them in to the position you prefer and/or drag header
divider lines to re-size the column width.

All other lists
This information applies to department, vendor, employee, customer order, purchase order, transfer history, and adjustment
history lists.
To customize list columns:
1. Right-click on any list column header.
2. From the popup menu, select either:
Adjust Column Widths to adjust the width of all columns to the width of the largest entry in
the column.
Customize Columns to add, remove, or rearrange columns (see below).
To add or remove columns, or to rearrange their order:
1. Select Customize Columns as described above.
2. Perform the appropriate actions:
To add a column: Select a column name in the Available Columns list on the left, then select
Add. The selected column is added to the Chosen Columns list on the right.
To remove a column: Select a column name in the Chosen Columns list on the right, then
select Remove. The selected column is added back to the Available Columns list on the left.
To rearrange column order: Select a column name in the Chosen Columns list on the right,
then select Move Up or Move Down until it is in the desired position.
To reset columns to the default settings: Select Default. All columns are returned to the
same state as when you first installed Point of Sale.
3. Select Save.



Notes:
You can rearrange column order or column widths directly in the list:
The Basics
43
To move a column, click and hold on the column header and drag it to the desired position.
To adjust a columns width, click and hold on the separator (the small vertical line) between
column headers and drag the separator until the column is the desired width.
Some columns (fields) in your item list can be renamed to better suit your business needs. Read the
customizing field labels topic for more information.
Customizing the columns in a list does not affect how columns appear in reports or on printed documents.
Read modifying report options for more information on customizing reports. Read the Print Designer
overview fro information on customizing printed documents.
Related Topics
Locate a record or document
Use custom fields
Customize List Information Panels
How Do I?
Note: Not all tasks apply to all list types.
Sort and scroll in a list
Filter a list
Customize list columns
Export a list
Print a list
Complete other list tasks
Customize my printed documents


This topic applies to department, vendor, employee, customer order, purchase order, transfer history, and adjustment history lists.

When a Point of Sale list is in collapsed format, the right side of the window is called the information panel. The
information displayed is for the selected record in the collapsed list to the left and varies depending on the record
type.
The bottom half of the information panel typically includes a history for the selected record or, in the case
of a document, the list of items that were included in the transaction. Other information may appear for some
record types. This information is often presented in report format and some report viewing options are
available.
The top portion of the information panel, shown below, contains specific information fields from the
selected record and task buttons that can be customized by adding, removing, or rearranging the fields to
best suit your information needs.

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To customize a list information panel:
1. Select the Customize this window link at the bottom-right of the panel.
2. In the window displayed:
Drag and drop fields and task buttons to position them where you want.
To add a field or button, drag it from the Available Fields area to the panel at the top. To remove
a field, drag it down to the Available Fields area or press <Delete> on your keyboard.
Each panel column is split into two sub-columns. When placing data fields in a column, the field
label is on the left and the actual data on the left. You can drag the separator (dotted line) between right
and left sub-columns to change their relative widths. Right-clicking in a cell brings up a menu with other
options, such as text alignment.
3. Select Apply to implement your changes.

Related Topics
Work with Forms
View a List Summary (Basic Statistics))
Work with Lists | Filter Lists

The list summary, available for each Point of Sale list, displays basic statistics allowing you to quickly and easily
obtain key information about your business without having to run a report. For example, while viewing your item list
you can see at a glance your total number of items and the total on-hand quantity, cost, and price for those items.
Other Point of Sale list summaries include statistics relevant to that particular area.
To view a list summary:
1. Display the list for which you wish to view the summary.
2. Make sure the list View drop-down is set to show all records.
OR
Filter the list to show only certain records. The statistics displayed reflect the currently set list filter.
3. Observe the list summary field in the status bar at the bottom of the window. In this example, the
number of items in the item list (294) is the default statistic:

Where more than one statistic
value is available:
Hover your mouse over the displayed statistic to display a
popup of the complete list summary.
Click the small down arrow on the status bar to change the
default statistic displayed in the status bar.
Notes:
Two security rights can be used to limit an employee's ability to view list statistics. In the General area, the
View List Statistics right can block all rights to this feature or the View Cost Fields right can block viewing
of cost-related statistics only.
Statistics are updated when a list is refreshed (exit/re-enter, re-sort, re-filter, save, etc.). Statistics are not
dynamically updated when making changes in list edit mode.
A Statistics report, with item and customer list information, is available to add to your Dashboard.
When going to your item list to select items for a document, the statistics displayed reflect only the items
for which a document quantity has been entered.
(Pro) On-hand quantity information in list statistics do not reflect available or committed quantities. If using
multiple units of measure, quantity information shown is for your base unit only.
The Basics
45
(Pro) Statistics are for the local store only.
Filter a List
How Do I?
Note: Not all tasks apply to all list types.
Sort and scroll a list
Customize list columns
Customize a list information panel
Print a list
Export a list
Customize my printed documents
Show me an overview of Point of Sale lists


Filters allow you to group and work with records or documents that have information in common.
There are two list types in Point of Sale, with different filtering capabilities. Choose the list type you are working with
for more information:
Item, Customer, Sales History, or Receiving History lists
This information applies to item, customer, sales history, and receiving history lists.

Select a pre-defined Filter from the drop-down list at the top of the window and your records are instantly
filtered, displaying only the matching records. Shown is the item list filter.



All other lists
This information applies to department, vendor, employee, customer order, purchase order, transfer history, and adjustment
history lists.
In these lists you can select a pre-defined filter or create and save your own.
You enter the criteria you wish to match and the program gathers and displays only the appropriate records.
This is a highly useful feature when you want to view or work with a subset of a list or wish to restrict the data
included in a report.
This general filtering topic covers the basics of filtering in Point of Sale. Not all options shown here are available
in every area, but the general instructions remain the same.

Printed Documentation
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Tip: Define and save a custom filter
To filter a list:
1. Display your list, and then select one of the following from the drop-down list in the View field
at the top of the window:
A predefined filter, such as All Records, This Month, This Week, etc. (choices vary by list)
A previously defined and saved custom filter (your custom names displayed)
Create Filter to define custom filter criteria, and optionally save it for future use
Manage Filters to edit, rename, delete, or rearrange the display order of your previously
saved filters
If you select a predefined or saved filter, the list is immediately filtered and the steps below do not apply.
2. If creating a new filter, enter filter criteria values in any of the available fields. Learn more
about entering filter criteria



3. click Apply (or Save, if you want to memorize the filter for future use. If saving, give your new
filter a unique name and then click OK).

The records matching your criteria are displayed (or included in a report). To return to the display of all possible
records in a list, select the All <records> option from the View drop-down.

Related Topics
Manage list filters
View list summary statistics



The Basics
47

Notes:
When filtering for a time period, we recommend you select the shortest time frame practical for your
current task. For example, filtering your sales history list for receipts made This Week or This Month results
in a much faster display that filtering for All Receipts.
Related Topics
Locate a record or document
Sort & Scroll a Record List
How Do I? | Find a Record
Note: Not all tasks apply to all list types.
Filter a list?
Customize list columns?
Customize a list information panel?
Print a list?
Export a list?
Show me an overview of Point of Sale lists
Customize my printed documents?


Record lists can be sorted in either ascending or descending order by the information in the column or columns you
choose.
There are two list types in Point of Sale, with slightly different capabilities. Choose the list type you are working with
for more information:
Item, Customer, Sales History, or Receiving History lists
This information applies to your item, customer, sales history, and receiving history lists.
A denotes the column and order by which the list is currently sorted.


To sort a list:
Click or touch any column header. The list is sorted by the values in that column. Click the same
column header a second time to reverse the sort order in that column (ascending or descending).
To scroll to a record:
1. Click a column header to sort the list as needed.
2. Use the right-side scroll bar to move up/down through the list.


All other lists
This information applies to department, vendor, employee, customer order, purchase order, transfer history, and adjustment
history lists.
Printed Documentation
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In column headings, a indicates columns by which the list can be sorted and a denotes the column and
order by which the list is currently sorted.


To sort a list:
There are two ways to change the column by which this type of list is sorted.
Click or touch any column header displaying a to sort by the values in that column. Click the same
column header a second time to reverse the order of the sort (ascending or descending).
Right-click anywhere in the list, and select Sort List by and then choose a sort column from the
choices displayed, or select Sort on multiple columns. If sorting by multiple columns, up to three
columns can be selected in sort priority.
To go to a specific record in the sorted column:
This option does not apply to an item list on a document.
1. Sort the list as described above.
2. Begin typing the first few characters of the column entry for the record you wish to locate. The
characters are not displayed as you type, but you are taken to the closest matching record.
If you are sorted on multiple columns, the first column selected is the active column for purposes of this
feature.
To scroll to a record:
1. Select a sort column.
2. Use the right-side scroll bar to move up/down through the list.
The scrolling indicator (see picture above) shows the record you are on as you scroll through the list. Release
the scroll bar to access the displayed record. Note that the scrolling indicator displays the values in the currently
sorted column.



Related Topics
Filter lists
View list summary statistics
Finding a Record or Document
Quick Find | Point of Sale Basics

There are three ways to locate records or documents in a Point of Sale list. Select a link for more information about
an option.
Searching by keywords, across all information fields.
Area-specific search instructions: Customers, Items, Receipts, Customer Orders, Vendors, Departments,
Adjustment Memos, Transfer Slips, Purchase Orders.
Sorting the list by a selected value (column). In many lists, you can then jump to a specific record by typing
the first few characters of the record's entry in that column (the characters you type are not displayed).
Filtering the list by one of the predefined filter options. Some lists allow you to create and save your own
list filters.
The Basics
49
Related Topics
Customizing list columns
Using Quick Find from the Retail Navigator
Locating a Record or Document

The Home Page offers a Quick Find field to locate customers, inventory items, receipts, help, and more. You can
scan item or receipt bar codes into this field, or manually type customer names, document numbers, or any search
keywords.


As you type, the results are instantly displayed, broken down by record types. In the example shown, the letters
"Pa" have been typed and records have been found in several categories. As more letters are typed, the results are
narrowed helping you quickly find the record or help you need.

The first five matching records in each category are displayed. Click a record to open it or click
Show all matching items to display additional records in a category.
To narrow or change your search, type additional characters or a new keyword.
The I Want To section lists matching Point of Sale tasks. Clicking an entry will open the screen
from which you can complete that task.
(Pro) You can also enter item serial numbers to find all documents on which the serial number is
listed.
About the " I Want To" Menus
Work with Lists | Work with Forms

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The I Want To menus provides you quick access to the various tasks related to your current window. The options
on this menu vary depending on what screen you are currently working in.
To perform a task, click the I Want To button and then select a task.
Related Topics
Customize the navigation toolbar
Switch between tasks
Point of Sale basics
Keyboard Shortcuts
Export Point of Sale List Data
Office Integration Overview | Import Data | Export Reports

Note: This topic may refer to data types not applicable to your Point of Sale installation. For example, Point of Sale Free users
cannot export customer, vendor, or item quantity/cost information and Basic users cannot export item pictures.

Note: Excel must be installed on the workstation using this option.

The Data Export Wizard walks you through exporting list data to an Excel spreadsheet, where you can then utilize
Excel's features to further manipulate the data. You can choose to export all records in a list, all records currently
displayed in a filtered list, or only selected records.
Export templates determine the data fields included in the export and how that data appears in columns in Excel. A
default template is provided for each record type. You can customize the default templates or create and save new
ones to meet your needs.
What would you like help with?
Export records directly from a list (customers, vendors, items, departments, employees)
1. Display the list you wish to export and filter, sort, or select the records you wish to export.
2. From the I Want To menu, select Export to Excel. The Export Data Wizard is opened.
3. Specify the records you want to export (selected, entire list, etc.) and select Next.
4. Select a destination Excel file (.xls format) for the exported data:
View example screen

Sample Customer Export Screen

The Basics
51

Accept the default location and file name, or
Enter a location and file name to create a new file, or
Browse to an existing custom file that will receive the exported information
5. Select the worksheet and starting row number in the spreadsheet file that you want to receive
the data. The column headers will begin on the row you specify.
6. Select the export template that you wish to use. The default template for the record type is
suggested. Select Manage Templates to review, edit or create export templates.
7. Select Next.
8. Continue following the on-screen prompts to complete the export.

Export customers from the Customer Center (provides additional options for filtering by customer sales history)
1. On the home page Navigator, click Customer Center. The Customer Center is opened.
2. In the Reach Out to Your Customers section, click Export list to a file. The Export Wizard is
opened. Make entries as needed on the following wizard pages. Click Next on each when ready to
move to the next page.
3. Select Customers: Select one of the choices on which to filter your customer list. View
example screen

4.
Recent PurchaseInclude only customers that have made a purchase in the last x number
of days (enter x).
No Acti vityContact only customers that haven't made a purchase in x number of days
(enter x). Optionally, you can also elect to include only those customers that have made at least one
purchase from you anytime.
Merchandise InterestContact only customers that have made a purchase from a particular
department or vendor. Click the Select Department/Vendor button to specify which
department/vendor. Optionally, you may limit the sales period to the last x number of days.
CustomCreate list based on filter criteria you enter.
4. Custom Filter Pages: Displayed only if you selected Custom above. Learn more about using
filters
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On the first page,enter filter criteria for information stored in your customer records (city, ZIP
Code, customer type, reward program members, charge account customers, etc.).
On the second page, enter criteria to filter for information contained in your customer sales
history.
5. Review Customer List: This page displays the list of customers resulting from your previous
entries and provides an opportunity to remove customers. By default, all customers in this proposed
list are selected for inclusion in the final list ( =selected). Remove customers by clearing their
checkboxes. Clear/select checkboxes by clicking on them or by using the button options on the right.
6. Destination File and Export Template: View example screen

Sample Customer Export Screen

7.
Select a destination Excel file (.xls format) for the exported data:
Accept the default location and file name, or
Enter a location and file name to create a new file, or
Browse to an existing custom file that will receive the exported information
Select the worksheet and starting row number in the spreadsheet file that you want to receive
the data. The column headers will begin on the row you specify.
Select the export template that you wish to use. The default template for the record type is
suggested. Select Manage Templates to review, edit or create export templates.
7. Select Next and continue following the on-screen prompts to complete the export.


Export item pictures

Notes:
You can also select Utilities > Export from the File menu without displaying a list first. You can choose to
export any of your lists or your item pictures. However, the entire list is always exported with this selection.
Excel Worksheet Display Limit
Related Topics
Customer Center
The Basics
53
E-mail Marketing from Point of Sale
Write Letters from Point of Sale
Work with Documents
Understanding Point of Sale Documents
How do I?

Note: References to tracking item quantities or costs in this topic do not apply to Point of Sale Free.
There are two general document types used in Point of Sale: transactional documents and order documents.
Transactional documents record changes to inventory and provide a permanent history of those changes.
Transactional documents can never be deleted, and in most cases cannot be edited after being saved. For this
reason, transactional documents, after being saved, are also referred to as history documents. History documents
are used to run reports, to build customer, vendor and item histories, and if you use QuickBooks financial software
are sent to update your financial records.
The transactional documents available in Point of Sale include:
Sales and return receipts, which record item sales, returns, and exchanges, i.e., quantities
removed from or returned to inventory. Upon saving, receipts are added to your sales history list. Learn
more.
Recei ving and return vouchers, which record item quantities added to or removed from
inventory when received from or returned to your vendors. Vouchers also update item costs and may, in
the case of items being received for the first time, also update item price(s) in inventory. Upon saving,
vouchers are added to your receiving history list. Learn more.
Adjustment memos, which are used to record changes to item quantities or costs not covered
by other transactional documents. Adjustment memos are automatically created by Point of Sale for
certain activities, such as when you conduct a physical inventory or manually edit an items quantity or cost
in inventory. Adjustment memos can also be manually created to correct errors or update inventory for
shrinkage, donations, or the removal of damaged merchandise. Upon saving, adjustment memos are
added to your adjustment history lists (separate lists for quantity and cost memos). Learn more.
Transfer slips (Pro), which record the movement of item quantities between stores. Transfer
slips have no affect on your company inventory value, but are used to maintain an accurate count of item
quantities at each store, as well as recording freight charges related to the transfer. Upon saving, transfer
slips are added to your transfer history list. Learn more.
Order documents are used to plan the purchase or sale of merchandise or services. The information recorded on
an order document, such as items, costs, prices, deposits, fees, and terms can be easily transferred to a
transactional document when the merchandise is actually received or sold. Once recorded on a transactional
document, the order document can be safely deleted.
The order documents available in Point of Sale include:
Purchase orders (Basic), which are used to record the planned purchase of merchandise from a
vendor. A purchase order indicates to your vendor that you wish to purchase a specified quantity of an
item or items at a specified cost. When the ordered merchandise is received, it is recorded on a receiving
voucher, which updates inventory accordingly. Learn more.
Customer orders (Pro), including layaways, sales orders, and work orders, which are used to
record the planned sale of merchandise or services to customers. Customer orders typically involve taking
a deposit when the order is placed, optional additional deposits over a period of time, and ultimately final
payment when the merchandise or service is recorded on a sales receipt. Items listed on customer orders
are deducted from inventory only after you record them on a sales receipt to fulfill the order. Learn more.
Note: The In Progress field at the top of the page provides a drop-down list that displays tasks that you are
currently working on. By making a selection from this drop-down list, you will be taken directly to the work area for
that particular task. This allows you to more effectively multi-task.
Item Identifiers
UPCs | Alternate Lookups | Bar Codes in Point of Sale

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The term item identifiers refers to the Item #, Universal Product Code (UPC), and Alternate Lookup values for
items in inventory. Item identifiers are used for looking up and listing items on documents, and for other program
functions as described below.

Item Numbers
Every item (except special order items) has an Item #associated with it in inventory. You can edit the item number
but cannot delete it. Valid entries are 1 through 999,999, 999. Item numbers above 999,999 are not recommended
as the bar code would be too large to fit on the default tag templates.
Item numbers are used to print bar codes on tags in Point of Sale.


(Pro) If you prefer, you can use Print Designer to make bar codes printed from Point of Sale to reflect UPC or
alternate lookup values instead.

Universal Product Codes (UPC)
Manufacturer-supplied tags with UPCs can be used to lookup and list items on documents, provided the UPC has
been recorded in the UPC field on the item record in inventory. UPCs must be unique and can contain numbers
only.
The UPC field on an item record can be used to record UPC-E, UPC-A, EAN, or similar identifiers up to 18 digits.
Point of Sale will convert UPC formats of less than 13 digits (such as UPC-A and UPC-E) to a 13-digit form using a
standard conversion algorithm.
Record UPC numbers manually or scan the preprinted tags from your vendors into the UPC field.
Important: Do not scan bar codes created in Point of Sale from the item number into the UPC field.
Likewise, if a vendor provides alphanumeric bar codes that are not true UPC codes, do not enter those codes into
the UPC field. UPC codes have a required format, and other code formats are not accepted. Consider using the
Alternate Lookup field for these codes instead (see below).

Alternate Lookups
An Alternate Lookup (ALU) is an optional field in inventory that can be used to lookup, list, and print items on
documents. The use of Alternate Lookups is particularly well suited to retailers that do not tag merchandise or
those that want to print documents, such as purchase orders, with alphanumeric product identifiers (such as a
vendors part number).
This field can contain text descriptions, catalog/part numbers, alphanumeric entries, abbreviated names,
duplications of the Item Name field, etc., anything that allows you to quickly and positively identify a unique item.
Alternate Lookups must be unique for each item for which they are defined.
To be effectively used to list items on documents, each Alternate Lookup entry:
Should be a unique character string that can be easily remembered by cashiers.
Should not duplicate any items Item # or UPC code.
It is suggested that they start with a letter rather than a number. This helps ensure that Alternate
Lookups do not duplicate an item or UPC number. If you have an Alternate Lookup of 1234 and item
number of 1234, both will be returned as matches when you enter 1234 in the item lookup field on a
document.
To print documents that list your Alternate Lookup values, select document templates that have the "-ALU" suffix.
Templates can be selected on the Print Options page in workstation preferences.
The Basics
55

For more information about item identifiers, search the help index using the keywords UPC, Alternate Lookup, or
Item Number.
Use Bar Codes and Scanners
Compatible Bar Code Scanners | FAQs | Physical Inventory Scanner

Point of Sale can print bar codes and supports the use of bar code scanners to list items on documents make
entries on item records. No special procedures are required to use a bar code scanner with Point of Sale. Follow
the instructions supplied with your scanner to connect it to your PC.
The program can read bar codes containing any of these item identifiers:
UPCs
Item numbers
Alternate lookup
Assuming you have the scanned information recorded in inventory for the item, you can quickly list the item on
documents by scanning the bar code.

Printing Bar Codes on Tags in Point of Sale
Every item has an item number associated with it in inventory. When you print tags from within the program using
the default tag templates, it is the item number that is used to create the bar code. This allows you to print and scan
barcoded tags for all your inventory items, whether or not they have UPC or Alternate Lookups defined.
Using the item number for bar codes has several advantages:
You can print bar-coded tags for any item in inventory and then list them on documents using a bar code
scanner, even if you do not have a vendor-provided UPC code.
Item number bar codes are generally smaller than bar codes created from UPC or alternate lookup values,
meaning they fit better on smaller tag sizes.
If a tag bar code is unscannable, it is quicker to manually enter an item number (also printed on the tags)
than the longer UPC or alternate lookup.
(Pro) If you prefer, you can use Print Designer to change bar codes printed from within Point of Sale to reflect UPC
or alternate lookup values instead.

Print Tags:Overview

Using a Scanner to Enter Information in Inventory
Your scanner can also be used to quickly enter the bar code data into item records in inventory. For example, if
your vendor supplies you merchandise pre-tagged with the UPC number, you can quickly and accurately enter the
information into the UPC field on the item record by scanning the tag. You can scan vendor-provided bar codes
containing catalog numbers into the Alternate Lookup field in the same manner.
Edit item records
Return to top

Using a Scanner to List Items on Documents
When scanning to list items on documents, Point of Sale assumes a quantity of one for each scan. To record a
different quantity, press <F5> or navigate to the Qty field in the document item list to manually enter the correct
quantity after each scan.
Although scanning is extremely accurate, scanning errors can occasionally occur, especially when tags have been
damaged or defaced. The scanner typically rejects read errors caused by defaced tags, and this scanned
information never reaches Point of Sale. An error is reported if the scanned number is not currently defined in
inventory or if the Alternate Lookup is not unique.
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List Items on Documents: Overview
Return to top

Using a Scanner for a Physical Inventory Count (Basic)
A physical inventory scanner is an optional, portable scanner that can record thousands of item scans and counts
while moving around your store. You then connect the scanner to your computer and upload the counts to Point of
Sale.
Use a Physical Inventory Scanner
Return to top
List Items on Documents: Overview
Use Bar Codes | About Item Identifiers | Find an Item

The item list included on documents lists the items to be processed (received, sold, ordered, etc.). This list contains
item details such as the description, price or cost, item discounts, etc.
The default columns included in the item list will vary depending on the document you are completing. Most list
navigation procedures apply, including the ability to customize the columns included in the list.
Which type of document do you need help with?
Sales Receipts or Receiving Vouchers
In the Scan or enter item information drop-down box, scan or type item information to search for the item
being listed (receipt example shown):

Use any of these methods to add items to the document :
Scan the bar code from the item tag.
Type the item's UPC, Item #, or alternate lookup value and press <Enter> Learn more about these
item identifiers
Search by item name (beginning characters) or other item keyword. J ust begin typing the name or
keyword and a list of matching items is displayed. Select an item from the list by clicking it (keyboard
users, press the down arrow key to scroll, then <Enter> to select). The selected item is added to the
document with a quantity of 1.

If no matching item is found, check your spelling or the identifier you entered. Entering fewer
characters will find more matches.
To see your entire item list, click the icon with no entry in the Add Item field. You can scroll
through the list looking for the needed item.
Click Sell a Miscellaneous Item or Add a New Item to Inventory if needed.
The Basics
57
Related Topics
Quick Pick Items


All Other Documents (Purchase Order, Customer Order, Adjustment Memo, Transfer Slip)


With the cursor in the Enter Items field, do one of the following. Each of these procedures, except the last,
adds the item to the document with a quantity of one.
Scan the item bar code; if one unique match is found in your item list, it is instantly listed.
Type the item UPC number, item number or alternate lookup value (collectively called item identifiers)
and press <Enter>; if one unique match is found, it is instantly listed.
Begin typing the item description (based on Description 1 field in inventory); a drop-down list of your
items is displayed with a match highlighted. Select it or another item from the list.
Type an item search keyword or keywords and then choose Find Items to the right of the Enter Items
field. The Find Item window displays all item matches found, select an item or refine your search
keywords and select Find again .until the item is located and listed.
From the I Want To menu, choose Select from Item List (<F4>) to open your item list in a special
selection mode. Locate the item(s) and enter the quantities needed in the Doc Qty column of this screen.
(Pro) To choose style items, display the style grid and enter document quantities in the cells of the grid.
Then choose Select from the bottom toolbar to return them to the document.
Learn More
Searching for an item by keyword
Selecting items from inventory



For general information about listing document items, select a topic:
Scan or enter a UPC, Item #, or Alternate Lookup
Quick Pick Items (receipt and voucher only)
Using service or non-inventory items
Enter decimal item quantities
Add a new item to inventory while making a document
Handle special orders
List a group item
List an assembly item
List different units of measure
View item quantities at other stores
Editing Listed items:
Edit items
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Remove items from a document
Select Items from Inventory
Find an Item | Filter the Item List | Sort the Item List

This topic applies to purchase orders, inventory adjustment memos, and transfer slips only.

You can go directly to inventory to select items to list on a document or for other tasks. Once in inventory, the item
list can be sorted, searched, or filtered to locate the correct item or an item can be added or edited before listing.
To look up and select items in inventory:
1. Choose Select from Item List (<F4>) from the document or task I Want To menu.
This opens your item list in a special selection mode.
2. Locate the items you want to list.
3. Once you have located an item, use one of the following methods to bring it to the document:
To immediately return one item to the document, double-click it. The item is listed with a quantity
of one.
From a document: Enter the quantity of each item to be listed in the Doc Qty column in your
item list. You can also specify the Doc Price (if making a receipt or customer order) or the Doc Cost (if
making a PO, voucher, or cost memo). Navigate through the item list, making entries for all items you
want to list on the document. When finished, choose Select from the bottom toolbar to return selected
items to the document with the specified quantities and prices/costs.

From other tasks: Select the checkboxes to the left of an item to select it. You can also use the
selection options from the I Want To menu to select all, clear all, or select multiple items. When finished,
choose Select from the bottom toolbar to return selected items to the task form or list.

If you need to list a large number of style items, as you might on a PO, voucher, or adjustment
memo, highlight a style item and then, from the I Want To. menu select Edit/Add Style. Enter document
quantities (or select checkboxes for other tasks) directly in the style grid cells corresponding to each style
item. When done, choose Select.
4. Repeat steps 2-3 to locate and list all the items you need.

Full item editing is possible while in the item selection screen. This feature allows the flexibility to perform tasks,
such as adding items as new merchandise is being ordered, received, or sold.

Tip: Filter your item list to display a single vendor's items
Note: Add a new style while creating a document

Related Topics
Add a new item while creating a document
List items on documents
Inventory overview
Edit Items Listed on Documents
The Basics
59
List Items | Delete Items | Edit Saved Documents

You can edit an item on a transactional document only until the document has been saved. You can edit items on order
documents at any time.
These edits will affect only the listed items on the document; they will not affect the corresponding items in
inventory. The fields that can be edited vary by document, but typically edits are made to:
Change the quantity, price, cost, or give an item discount
Change an items tax code, when special tax handling is needed
Edit the item description; sometimes used on service or non-inventory items
(Pro) Enter item serial numbers
(Pro) Change the sales Associate on a line-item basis for commission tracking
The procedure here is for editing an item on a sales receipt. The general procedure is the same on other
documents, though choices may vary slightly.
To edit a listed item:
1. Highlight the item you wish to edit on the receipt..
If you just listed the item, it is automatically highlighted and this step is not necessary.
2. Make edits as necessary:
Click Qty + and Qty to increase or decrease the item quantity respectively.
Select Return Item to change the quantity to negative (a negative quantity adds the item back to
inventory)
Click Qty/Price/Discount to open a dialog allowing you to edit any or all of these things in a
single window
Click Edit to open the Item Information window to access other editable fields.
Or, make changes directly in the item list. You may have to add columns to the list for this option
to be available.
3. Make other entries on the document as necessary and then take payment and save.

Related Topics
List and edit a group Item
List an item assembly on a document
List different units of measure on documents
Enter a Customer on a Receipt
Customer Overview | Make a Sale
Basic
Entering customers when making sales is optional; though it can be required with a company preference setting.
Entering customers allows you to build customer purchase histories and to offer customer-specific discounts, price
levels, and tax locations.
Any customer on file can be entered and a new customer can be added while completing a sale.
To enter a customer on a receipt:
1. In the Customer field, begin typing the customer last name (recommended) or other search
keyword (first name, phone number, company name, etc).
As you type, Point of Sale shows a drop-down list of your matching customers, separated into last name
matches and matches using all customer fields. If there are last name matches, they are displayed first. Click
the results line to open all field matches if necessary.
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Option: With no entry in the field, you can click the icon to show your entire customer list. You can scroll
through the list to look for the customer.
2. Click a name to select it. Keyboard users can use the arrow up/down keys to move through the
list and <Enter> to make a selection.
The customer is added to the customer field on the receipt and their phone number and address is displayed
for confirmation.
If the customer has an associated discount, price level, or special tax handling, it is suggested or
automatically applied to the sale
If the customer isn't in your list, click Add New Customer to create a new customer record
Click the View/Edit button to open the customer record or the Delete button to remove the
customer from the receipt

Not all customer information is displayed on a receipt. For example, the customer's charge account information and
check acceptance status are not displayed. However, you will be notified if a credit limit is exceeded, if checks are
not accepted, or if a reward is available for the customer.

Related Topics
Customer charge accounts
Customer rewards program
Add a new customer
History Documents
Find a Document | Copy a Document | Edit a Document

Updated transactional documents, including receipts, vouchers, adjustment memos, and transfer slips are called
history documents and are stored in your document history lists. History documents provide a permanent record of
all transactions that have affected your inventory and provide an accurate audit trail of changes.
To view your document history lists:
1. From the specified menu, select:
Sales History from the Point of Sale menu to view saved receipts
Recei ving History from the Purchasing menu to view saved vouchers (Basic)
Adjustment History from the Inventory menu to view saved memos (Basic)
Transfer History from the Inventory menu to view saved transfer slips (Pro)
The Basics
61
2. Use standard sort, search, and filter procedures to locate the desired document.

Notes:
Your transactional history is used for reporting, to build customer, vendor, and item histories, and can be
accessed to view, reprint, or copy a saved document.
History documents can never be deleted and, with the exception of some informational fields, generally
cannot be edited. But they can be reversed if necessary to make a correction. Reversing a history document
does not remove the original document; rather it creates a new document with the opposite effect.
If integrated with QuickBooks financial software, all history documents are sent to update your financial
records. You can view the linked QuickBooks documents and transactions related to any Point of Sale history
document by selecting the document and then selecting View Financial Details from the I Want To menu.
Learn more.
(Pro) All history documents created at remote stores are sent to Headquarters to update inventory and
QuickBooks and are included in Headquarters history lists and reports. Documents made at Headquarters
are not sent to remote stores; therefore remote store histories only reflect the documents made at that store.
Related Topics
How documents affect inventory
Remove old documents
Edit Documents
Enter Data in a Field | Find a Document

This discussion assumes you require employee logins and are using default settings. Your actual ability to edit
documents will vary based on your security rights, features used, and in a multi-store configuration, your store
location (Headquarters or remote).

Order Documents
Purchase orders and customer orders, since they have no direct effect on inventory, can be freely edited at anytime
(edits to some fields may be restricted if deposits have been accepted towards the order).
How do I edit a purchase order?
How do I edit a customer order?

Transaction (History) Documents
Before saving, all information on transaction documents can be edited.
However, transaction documents immediately affect your inventory as soon as saved. If integrated with QuickBooks
they may have also already affected your financial records. After saving, only certain informational fields can be
edited. Edits that affect the items, total, or payments are generally not allowed (see voucher exceptions below).
Once sent from a remote store to Headquarters or to your QuickBooks financial software, the ability to edit is even
more limited.
What can be edited?
Receipts: After saving, you can edit the customer, comments, promotional code, and, if a Pro user, the shipping
information (except amount). After sending to Headquarters or to QuickBooks, you can no longer edit the customer
or promotional code. Edit options are available from the I Want To menu in Sales History.
Recei ving Vouchers: Certain voucher fields, such as discounts, freight, fees, and vendor billing information may
be edited after saving and, at Headquarters, even after sending to QuickBooks, depending on where you enter
vendor billing information and if you spread discount, freight, and fees across item costs. Edit options are available
from the I Want To menu in Receiving History.
Adjustment Memos: Memo comments can be edited after saving. Once sent to Headquarters or QuickBooks, no
fields are editable. Select Edit from the toolbar in your Adjustment History. Editable fields are white in color.
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Transfer Slips: Slip comments, carrier, and freight can be edited after saving. Once sent to Headquarters or
QuickBooks, no fields are editable. Select Edit from the toolbar in your Transfer History. Editable fields are white in
color.

Correcting a Document When Editing Isn't an Option
If you discover an error on a history document that is not editable, it can still be corrected by reversing the original
document and then creating a new, corrected one. This feature is intended for correcting errors and should be used
only when necessary.
Select a link below to learn more about reversing various documents:
Reverse and correct a receipt
Reverse and correct a receiving voucher
Reverse and correct an adjustment memo
Reverse and correct a transfer slip
Copy a Document
Find a Document | Edit a Document | Reverse History Documents

Copying a previously saved document is sometimes the fastest way to create a new document, especially if you
want to list the same items, costs, prices, customer or vendor, etc.
See examples of when you might use this procedure
(Pro with multiple stores) Headquarters can copy documents originally made at other stores. Remote stores are
limited to viewing and copying documents made at their own store.
To copy a document:
1. Locate and highlight/display the document to be copied in the appropriate document list.
2. Select Copy from the I Want To menu (or from the window toolbar in some areas).
A new document is created with most of the same information as the original. See the note below for what is
not copied.
3. Edit the new document, as necessary.
You can add or delete items, change quantities, costs, or prices, and edit other fields as needed.
5. If making a receipt or customer order, take payment or a deposit, and give change (refund), as
applicable.
6. Print/Save the document.

Notes:
The following information is not copied from the original document:
Document number and date
Payments, deposits,or shipping information on receipts and customer orders
Gift card/certificate sales
Item serial numbers
If an item listed on the original document has been deleted from inventory, the deleted item is removed
from the copy automatically. Changes to an item's description or other information in inventory will not affect
copying.
You cannot copy a held document, a Pay Out receipt, or a deposit receipt.
Cancel or Hold a Transaction in Progress
Find a Document | Edit Documents | Reverse Documents

A sales receipt or other transactional document can be canceled or put on hold at any time before saving.
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63
Exception: Sales receipts with authorized credit, debit/ATM, or gift card payments cannot be put on hold. See note
below.
Canceling permanently discards the document; no record is kept and inventory is not affected.
Holding a document temporarily saves it in its present state. Holding a document does not affect inventory
quantities. Later, you can return to a held document, complete and save it, at which time inventory will be
updated.
What would you like to do?
Cancel a transaction in progress
1. Select Cancel from the bottom of the document anytime before saving.
2. In the confirmation dialog, answer Yes to discard the document.
Or, answer No to return to the transaction.

Hold a transaction in progress
From the bottom of the document, select Put on Hold (or Hold <document type>).
While a document is on hold, you can print, view, or delete it. (May be subject to security rights)

View or take a transaction off hold and complete it
1. Access the held document list by selecting, as appropriate:
Held Receipts from the Point of Sale menu
Held Vouchers from the Purchasing menu
Held <Quantity or Cost> Memos from the Inventory menu
Held Transfer Slips from the Inventory menu
You can also make this selection from the bottom of a blank document of the same type.
2. Locate and highlight the document, then select Unhold.
You can also print, view, or delete held documents. (May be subject to security rights. No
copy of a deleted document it is kept.)
(Pro) Held receipts can be converted to customer orders. With the held document selected,
choose Make Customer Order and an order type from the I Want To menu.
To leave the held list without un-holding a document, select Go Back (or Close).
2. Complete and save the document in the usual manner.



Notes:
Placing a document on hold temporarily sets it aside. With a document on hold you can carry out other
activities, make another document of the same type, run reports, or even exit from Point of Sale. There is no
time limit for how long a document can be left on hold.
If changes are made to your sales tax rates, item prices, a customer's discount, etc. while a document is
on hold, that document will not automatically reflect the new information when it is unheld. The unheld
document retains the original information. If necessary, delete and re-list the item(s) and/or customer in order
to reflect changes.
The document number field on held documents is temporarily changed to "Held". A new document number
is assigned when the document is taken off hold and completed.
If using the QuickBooks POS Merchant or Gift Card Services, you cannot hold authorized credit card or gift
card sales receipts. You will have to cancel/void the payment first. When canceling a credit card sales, the
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customers account is never charged. When canceling a gift card receipt, Point of Sale contacts the gift card
service to update the card balance.
Once authorized, debit/ATM receipts cannot be held or canceled. This is because the cardholder's account
has already been debited for the sale amount.
In a multi-workstation environment, a held document can be accessed and unheld from any workstation on
the network.
Reverse a History Document
Find a Document | Copy a Document | Edit a Document

Note: Note: This is a general procedure for reversing documents. See the related links at the end of the topic to learn more about
the effect of reversing specific document types.

Reversing a history document has the opposite effect on inventory of the original. For example, if the original
document was a sales receipt that subtracted items from inventory, then reversing it adds the items back to
inventory. It does this by creating a new reversing document. In the case of a sales receipt, the reversing document
is a return receipt.
To reverse a history document:
1. Locate and highlight/display the document to be reversed in the applicable history list.
2. Select Reverse <document type> from the I Want To menu.
3. The Reversing Document dialog is displayed. If necessary, select your name from the Associate
field drop-down list and select OK.
If necessary, a new, corrected document can then be made as described here.

Notes:
The reversing document with your name is automatically created and added to the history list.
When completed, the original document will be flagged Reversed in the Status field and the new
document that was created will be marked Reversing. The Status field is displayed in the history list of each
document type.
If the reversed document references an order document, the fill status and balances of the order document
are updated to reflect the change, provided it has not been deleted.
If an item previously deleted from inventory is included on the document being reversed, Point of Sale
automatically adds the item back to inventory. Learn more
(Pro) The reversal of history documents at a remote store is allowed only until the document has been sent
to Headquarters.
If integrated with QuickBooks financial software and if the original document has already been sent to
QuickBooks, then the reversing document is also sent and posts in the normal manner for that document type
(for example, as a return receipt or return voucher.) These new records and account entries in QuickBooks
cancel the effect of the original document. The original entries are not edited or removed. If the original
document has not yet been sent, then both are flagged "Do Not Send" and there will be no entries made in
your financial software for the transaction.
Related Topics
Reverse sales receipt
Reverse a receiving voucher
Reverse an adjustment memo
Reverse a transfer slip
Email a PO
Basic
The Basics
65
You can e-mail Point of Sale documents to your vendors and customers. All documents are e-mailed using the
same basic procedure.
When e-mailing documents, Point of Sale automatically launches your default Windows e-mail client, creates the e-
mail, and attaches the document in PDF format.
(Pro) Other document e-mailing preferences allow you to create the document attachment in the format of your
choice (PDF, Excel, HTML, or plain text) and define the default message text for each document type.
You must have entered e-mail addresses for the customer and/or vendor being e-mailed on their respective
records.

To e-mail a document:
1. Create the document following normal procedures.
2. Display or select the document to be e-mailed:
Optionally, you can set your printing preferences to be prompted to e-mail each sales receipt to your
customers (in addition to printing the receipt). This option also provides you an opportunity to collect
customers' e-mail addresses if you don't already have them.
Order documents, such as purchase orders and customer orders, can be e-mailed while creating them or
from the order list.
Transactional documents, other than sales receipts as described above, must be saved before they can
be e-mailed from the document history list.
4. Select Send as E-mail from the I Want To menu (or from window toolbar in some lists).

Point of Sale creates the e-mail, attaches the document, and displays it in your default e-mail client.

Important: Your e-mail client may display a permissions dialog for access to your e-mail application. In
some cases, the message may be hidden under the POS window. Press <Alt+Tab>on your keyboard to
switch to the message and give permission for the access.
5. Review and edit the e-mail address, subject line, and message as necessary, and then select Send.
Note: If you also have Microsoft Outlook installed, the e-mail and attachment will be generated in Outlook instead.
You can either select Microsoft Outlook as your default e-mail client or, if you wish to continue using Outlook
Express, use the Add or Remove Programs option from the Windows Control Panel to uninstall Microsoft Outlook.
Record Item Serial Numbers
List Items on Documents | Find a Document
Pro
Item serial numbers can be recorded on documents for purposes of warranty tracking or meeting legal
requirements. Once recorded, former documents can be quickly located by searching by serial number.
To record serial numbers:
1. In inventory, specify those items for which you want to record serial numbers by selecting the
checkbox for Use Serial #, located in the Misch and Shipping section of the item record. (Note: For an
existing item, select Edit first.)
2. When listing these items on documents (except purchase orders and cost memos), you will be
prompted to enter a serial number for each unit being processed.

Notes:
The serial numbers entered are saved and printed on documents. Serial numbers listed on a customer
order are carried to the sales receipt when the items are sold, saving you the time of re-entering them.
The recording of serial numbers on documents is optional, even when you have enabled serial number
tracking. To continue creation of a document without entering a serial number, click Cancel from the Enter
Serial Number dialog.
You can record serial numbers even when not prompted. After listing the item, click Edit and make an
entry in the Serial # field.
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66
Point of Sale does not keep track of the serial numbers of items currently in inventory.
If you decrease an item quantity on a document after having entered serial numbers, the previous numbers
are cleared and you are prompted to re-enter numbers for each unit of the revised quantity. This is because
the program has no way of knowing which specific unit(s) you are removing when you adjust quantities
downward.
Locating a Former Document by Serial Number
You can locate a former document by serial number using search. For example, a former receipt for the sale of an
item with serial number 23487497 could quickly be located by entering the serial number in the Quick Find box on
the home page or in the Search field at the top of your Sales History list and.
Navigation and Data Entry
Home Page
Keyboard Shortcuts | Mouse & Touchscreen

The Point of Sale Home Page provides access to program areas, analytical tools, and assistance in setting up and
learning to use Point of Sale. In most cases, you return to the Home Page anytime you want to start a new task.
The Home button, located at the top-left of all Point of Sale task windows will bring you back to the Home Page at
any time.
Here are the main features of the Home Page:
The Navigator is a graphical representation of the work flows used to perform routine retail tasks. Click on
any enabled icon on the Navigator to go directly to the screen for the selected task. The Navigator is
divided into four sections:
Point of Sale
Purchasing
Employees
Operations (vertical section on the right)
To the left of the Navigator, are buttons for commonly used tasks. These left navigation buttons can be
changed by doing a right-click just below the buttons and then click on Customize Buttons.
If you turn off a feature in company preferences, the related menu choices and icons are removed from
the Home Page.
The In Progress field at the top of the Home page provides a drop-down list that displays tasks that you
are currently working on. By making a selection from this drop-down list, you will be taken directly to the
work area for that particular task. This allows you to more effectively multi-task.
Use the pull-down text menus at the top of the screen to access other tasks.
Use the Quick Find Search field to look up a customer, item, or sales document directly from the
Navigator window.
To the right of the Navigator is the Message Board, displayed on the Home Page and accessible from the
receipts, inventory, receiving, and customer areas, allows you to leave notes for yourself or other
employees. Point of Sale will also post messages for you when something needs your attention, such as
inventory reminders. Use the Search message to find a specific note.
Click the cloud icon to sync to Mobile or to check on sync preferences and activity.
Click the monitor icon at the top right to expand your screen view. Click again to decrease the view.
Select Home from the top of the screen to return to the Home Page at any time.
Note: The icons and activities available on the Home Page will vary depending on the level of Point of Sale you
have purchased, the features you are using, and your assigned security rights.

Related Topics
Customize the navigation toolbar
The Basics
67
Home Page Dashboard
Point of Sale Basics
Customize the Navigation Toolbar Buttons
Use this procedure to add or remove buttons on the navigation toolbar on the left of the Home Page, receipts, and
vouchers.
To add or remove navigation buttons:
1. Right-click the button toolbar.
2. Click Customize.
3. Select the field for the button you'd like to add and click the right-arrow to move it to the selected
fields column.
4. When done, click Finish.

Related Topics
Mouse & Touchscreen Navigation
Keyboard Navigation
Switch Between Tasks
Home Page

There may be times when you are working on one task in Point of Sale and you need to do another, but you aren't
done with the first.
For example:
You are making a receiving voucher for a shipment that just arrived when a customer walks up ready to be
rung up.
Your making a purchase order but need to check inventory or a report for information to complete the PO.
Point of Sale allows you to switch to another area to complete a second task and then switch back to the original
task to complete it.
To switch between tasks:
1. From your current window, select Switch To from the I Want To menu.
A list of tasks in progress is displayed (Make a Sale is always displayed even if you don't have a receipt in
progress).
2. Select the task or document you wish to switch to.
3. When done with the second task, use Switch To again to return to your original task.

Notes:
Only one task in a give area can be on the Switch To list at one time, for example one receipt, one PO, etc.
It is a good practice to close tasks you are not actively working on. On transaction documents, you can put
the document on Hold. On other documents and records, you can save them at anytime and return to them
later to finish.
Some features, such as editing and saving some company preferences, require that all areas be closed
before the action can be completed.

Related Topics
Keyboard Navigation
Mouse & Touchscreen Navigation
About the " I Want To" Menus
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68
Work with Lists | Work with Forms

The I Want To menus provides you quick access to the various tasks related to your current window. The options
on this menu vary depending on what screen you are currently working in.
To perform a task, click the I Want To button and then select a task.
Related Topics
Customize the navigation toolbar
Switch between tasks
Point of Sale basics
Keyboard Shortcuts
Finding a Record or Document
Quick Find | Point of Sale Basics

There are three ways to locate records or documents in a Point of Sale list. Select a link for more information about
an option.
Searching by keywords, across all information fields.
Area-specific search instructions: Customers, Items, Receipts, Customer Orders, Vendors, Departments,
Adjustment Memos, Transfer Slips, Purchase Orders.
Sorting the list by a selected value (column). In many lists, you can then jump to a specific record by typing
the first few characters of the record's entry in that column (the characters you type are not displayed).
Filtering the list by one of the predefined filter options. Some lists allow you to create and save your own
list filters.
Related Topics
Customizing list columns
View Records or Documents
Find a Record or Document | Point of Sale Basics

There are two ways to view Point of Sale records and documents. Click a link for more information about working in
each view.
Lists display many records or documents at one time in a format similar to a spreadsheet. The list can be
easily sorted, searched, or filtered to help you find a particular record or to group similar records.
Forms provide a more detailed view of an individual record or document on a single screen. Form View is
typically used when creating or editing records or documents.
Related Topics
Enter data
Program capacities
View list summary statistics
Add a New Record Using Copy
Point of Sale Basics | Find a Record or Document

Note: This is a general procedure. For a list of topics related to using the copy function for specific document or record types,
search the help index using keyword "Copying" and choose a specific topic.
To add a new record by copying an existing record:
1. Select the record you want to copy from the record list.
2. Select Copy from the I Want To menu.
The Basics
69
OR
Click Copy <record> on the window toolbar (where available).
A new document/record form is opened, with information from the original record copied to the appropriate
fields.
3. Make edits to the copied information, as necessary.
4. Select Save.
Enter Data in a Field
How Do I? | Forms | Lists

Use standard navigation techniques (such as arrow keys, <Tab>, click, or touch) to access the field in which you
want to enter data. To accept an entry or bypass the field, press <Tab> if in a form or <Enter> in a list or navigate
to the next field in any other manner. Most data entries require that you navigate out of the field to record the entry.
Quick topics for various field types.
Blank fields Quantity fields
Read-only fields Note fields
Checkbox fields Drop-down lists
Currency fields Suggested entries

Related Topics
Document/record data field descriptions
Enter dates and times
Program capacities
Edit a Non-Document Record
Point of Sale Basics | Find a Record

This general procedure applies to editing items, departments, vendors, customers, and employees.
Click here for information about editing documents.

Use the general edit procedure below, or select a record type for specific instructions:
Edit a department Edit a customer record
Edit an item Edit a vendor record
Edit an employee record Edit a time entry
To edit a non-document record:
1. Use standard sort, search, and filter procedures to locate the desired record in the applicable list.
2. Highlight the record and select Editfrom the window toolbar or I Want To menu.
3. Navigate through the fields of the record, making changes as necessary.
4. Select Save.
Or, select Cancel at any time before saving to discard your edits.

Notes:
Only fields white in color can be edited. Gray fields cannot be selected or changed. If you believe you
should be able to edit a field but cannot, check the logged-in user's security rights or read Why is a Point of
Sale feature not available to me?
In some non-document lists, you can edit records directly in the list using list edit mode.
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70
Use caution when editing information that is a component of other records or documents. For example, if
you edit a department or vendor name you must also edit any items in inventory that contain that department
or vendor name as part of the item record.
Related Topics
Enter data
List items on documents
Edit or Add Records in a List
Filter Lists | Sort Lists | List Overview

This topic applies only to department, vendor, and employee lists.

With list edit mode turned on, you can make changes in editable fields or add new records directly in a list, moving
field-to-field in a single row or between rows, similar to working in a spreadsheet.
Technical Note: How editing in a Point of Sale list differs from a spreadsheet

To enable/disable list editing:
1. Display your record list and, if necessary, add columns for the values to be edited .
2. From the window toolbar, click the small down arrow next to the Edit button and then click Turn
List Edit On.

3. Make edits by navigating field-to-field and entering new values.
4. When done making edits, repeat Step 2, selecting Turn List Edit Off.
Leaving the list in any manner also turns off list edit mode.

Notes:
To select a record (row) or field for editing, touch or click once, or use the arrow keys to navigate between
fields. Immediately begin typing to make an entry in an empty field or to overwrite an existing entry. Click a
second time to edit an existing entry character-by-character. Press <Enter> or navigate out of a field to
accept the entry and move to the next field.
Your changes are automatically saved when you navigate out of a row; you do not have to select Save. To
cancel the edits made in a row, select Cancel from the bottom toolbar before navigating out of the row.
You can select multiple rows for certain group operations, such as printing, exporting, or deleting.
If you need to make the same change to many records (such as updating an area code or ZIP code), sort
or filter the list to display just those records. Enter the new value in the first record, then highlight it and press
<Ctrl+C> to copy the value. Use your up and down arrow keys to move to the same cell in all th eother
records and press <Ctrl+V> to paste the updated value.
Related Topics
Edit a single record
Edit a document
Edit item styles in inventory
Date Fields
Quick Entry Date Formats | Time Fields

Entering Dates
The Basics
71
There are two types of Point of Sale dates: fixed dates and dynamic dates.
Fixed dates are fixed in time. For example, if you enter 05/20/06 or a date range of 01/01/2006
12/31/2006, then this will be the recorded date, no matter how much time has passed. Document dates are
fixed dates; but most allow you to change the date while creating it (subject to security rights).
Dynamic dates allow you to define a single date or date range relative to the current Point of Sale date,
such as Today or Month-to-Date. As the Point of Sale date changes, so does the dynamic dates. Dynamic
dates are typically used to define date ranges for filtering lists and for reporting purposes.
Note: A security right is available to block your employees from changing the date on a receipt.
To enter data in a fixed date field:
1. Select the date field and do one or a combination of the following:
Enter the date directly.
Select (<F4>) to access a drop-down calendar.
Todays date is highlighted in red, and the currently selected date is shown in blue. Use the arrow
keys to move from day to day in the displayed month.
To view the previous or following month, select < (PageUp) or (PageDown) respectively. Click
the date you want to select, or highlight the date and press <Enter>.
2. Press <Tab> or navigate out of the field.

Warning: Do not change your Windowssystem date to record a different date on a Point of Sale document. Data loss
could result.

To enter data in a dynamic date field:
1. Choose a range from the Date filter type field in the Dynamic Date Filter dialog.
Use your mouse or touchscreen or press <+Z~> or <+> to move between the selections and
press <Enter> to choose a range. See dynamic date range options for help with selecting a range.
If you choose a fixed period (Custom), use the fixed date procedure for picking dates. To access
calendars, select (<F4>).
2. Select OK to apply your selected date range.
3. Press <Tab> or move out of the field.
Return to top

Related Topics
Filter lists
Define filter criteria
Change report dates
Enter data
Lookup Fields
Point of Sale Basics | Entering Data

Lookup fields are used to bring data from another file to the document or record in which you are working. An
example is the Customer field on sales receipts, as shown below.

Printed Documentation
72


Lookup fields are directly linked to the associated file. You have the following options from a lookup field:
Search for a record by keyword
With no entry, click the field to display all records in the associated file
Select Add New <record> from the drop-down list to add a new record of this type and list it on
the document
Note: Looking up items from documents is slightly different (see listing items on documents).
To use lookup fields:
Scan or begin typing an entry in the lookup field. You need only enter enough characters to
ensure a unique match in the associated file.
The drop-down list is automatically activated and the closest match(es) to what you type is shown. Click a
record (<Enter>) to bring it to the document. Otherwise continue with the following steps.

Lookup alternative (not available from all documents):
1. Choose the Select from <record type> List from the I Want To menu to directly access the
associated file.
Example: Select from Vendor List to access the vendor file.
2. In the list, use standard sort, search, or filtering procedures to locate an existing record.
3. Once the record is selected, choose Select or double-click to add the record to your document.
When you access the customer, department, or vendor files during a lookup, you have full editing capabilities in
that module. This makes it possible to add or edit records without closing the original module.

Related Topics
Listing items on documents
Use Bar Codes and Scanners
Compatible Bar Code Scanners | FAQs | Physical Inventory Scanner

Point of Sale can print bar codes and supports the use of bar code scanners to list items on documents make
entries on item records. No special procedures are required to use a bar code scanner with Point of Sale. Follow
the instructions supplied with your scanner to connect it to your PC.
The program can read bar codes containing any of these item identifiers:
UPCs
Item numbers
Alternate lookup
The Basics
73
Assuming you have the scanned information recorded in inventory for the item, you can quickly list the item on
documents by scanning the bar code.

Printing Bar Codes on Tags in Point of Sale
Every item has an item number associated with it in inventory. When you print tags from within the program using
the default tag templates, it is the item number that is used to create the bar code. This allows you to print and scan
barcoded tags for all your inventory items, whether or not they have UPC or Alternate Lookups defined.
Using the item number for bar codes has several advantages:
You can print bar-coded tags for any item in inventory and then list them on documents using a bar code
scanner, even if you do not have a vendor-provided UPC code.
Item number bar codes are generally smaller than bar codes created from UPC or alternate lookup values,
meaning they fit better on smaller tag sizes.
If a tag bar code is unscannable, it is quicker to manually enter an item number (also printed on the tags)
than the longer UPC or alternate lookup.
(Pro) If you prefer, you can use Print Designer to change bar codes printed from within Point of Sale to reflect UPC
or alternate lookup values instead.

Print Tags:Overview

Using a Scanner to Enter Information in Inventory
Your scanner can also be used to quickly enter the bar code data into item records in inventory. For example, if
your vendor supplies you merchandise pre-tagged with the UPC number, you can quickly and accurately enter the
information into the UPC field on the item record by scanning the tag. You can scan vendor-provided bar codes
containing catalog numbers into the Alternate Lookup field in the same manner.
Edit item records
Return to top

Using a Scanner to List Items on Documents
When scanning to list items on documents, Point of Sale assumes a quantity of one for each scan. To record a
different quantity, press <F5> or navigate to the Qty field in the document item list to manually enter the correct
quantity after each scan.
Although scanning is extremely accurate, scanning errors can occasionally occur, especially when tags have been
damaged or defaced. The scanner typically rejects read errors caused by defaced tags, and this scanned
information never reaches Point of Sale. An error is reported if the scanned number is not currently defined in
inventory or if the Alternate Lookup is not unique.
List Items on Documents: Overview
Return to top

Using a Scanner for a Physical Inventory Count (Basic)
A physical inventory scanner is an optional, portable scanner that can record thousands of item scans and counts
while moving around your store. You then connect the scanner to your computer and upload the counts to Point of
Sale.
Use a Physical Inventory Scanner
Return to top
Use UPCs in Point of Sale
Bar Codes & Scanners | Item Identifiers

Some merchandise comes from the vendor pre-tagged with UPC (Universal Product Code) bar codes. If you record
those UPCs in inventory, you can scan the UPC bar codes to list the items on documents.
Printed Documentation
74
The UPC field on an item record can be used to record UPC-E, UPC-A, EAN, or similar identifiers up to 18 digits.
Point of Sale will convert UPC formats of less than 13 digits (such as UPC-A and UPC-E) to a 13-digit form using a
standard conversion algorithm.
Every UPC #recorded must be unique and contain only numbers. UPCs can be entered on an items record by any
of the three methods described below.
Important Note
Bar codes created in Point of Sale are based on the item numbers, not the UPC. Do not scan a Point of
Sale-created item number bar code into the item UPC field. Likewise, if a vendor provides alphanumeric bar codes
that are not true UPC codes, do not enter those codes into the UPC field. UPC codes have a required format, and
other code formats are not accepted. Consider using the Alternate Lookup field for these codes instead.
(Pro) You can use the Print Designer to customize your tags to print the UPC bar code if you prefer.
To record UPCs in inventory:
Method 1: Scanning
UPC #s can be efficiently and accurately entered by scanning in the UPC bar code on the manufacturer's
label. Position the cursor in the UPC field on the item record and scan the tag.
Method 2: Manual Entry
Refer to the selections below in making manual UPC entries.

Type of
code
# of
digits
If you
enter...
Point of Sale will...
UPC-E 6 all 6 digits expand those 6 to a 13-
digit form
UPC-A 12 the first 11
digits

Example:
12345612345

all 12 digits
add the 12th digit
(checksum) & leading
zero
Example:
0123456123458


add the leading zero
EAN 13 all 13 digits add nothing
Other <13 all digits expand the entry to a 13-
digit form, if necessary
Other >13 all digits no change (note: this
ability is to support future
UPC technologies)
When an item with a defined UPC is listed on a receipt, voucher, memo, or slip, the UPC is
recorded on the document. Thus, merchandise can be filtered by UPC when running history reports
even if the item has been deleted from inventory.
Method 3: Transfer from Documents
If you enter a UPC code on a purchase order or receiving voucher, and that UPC code is not
already entered in the item record in inventory, Point of Sale will populate the UPC field in inventory
with your entry.
Return to top

Related Topics
Item identifiers
Alternate lookups
The Basics
75
Mouse and Touchscreen Navigation
Keyboard Shortcuts

When the documentation says to select, highlight, or place the focus on a button, field, or toolbar, mouse or
touchscreen users can simply click or touch that button or field.
Note: Not all Point of Sale windows support touchscreen use. For example, managerial tasks, such as running
reports and creating purchase orders, are not efficient touchscreen tasks and therefore touchscreen use is not
supported in those areas.

Enabling Touchscreen Controls
Enable touchscreen use and add the touchscreen controls to Point of Sale by selecting Enable Touchscreen
Features in workstation preferences. (From the File menu, choose Preferences, and then select Workstation.)

Note: Touchscreen Controls in Dialogs

Touchscreen Tips
Reducing your video resolution to 800 x 600 can make touching small fields easier, but there may be
tradeoffs with the display of other features at this resolution.
Double-touching in quick succession has the same effect as double-clicking with a mouse.
Touch, hold, and drag to reposition column headers and separators.
Your touchscreen controls may be customized through software provided by the manufacturer. Generally,
you can access this software from the Windows Control Panel.
The size of your scrollbars can be changed to make touch scrolling easier. Go to Control Panel > Display
> Appearance. Select Advanced and then Scrollbar from the Item list and set the size that works best for you.
Note: This changes the scrollbar size for all of your Windows programs. (Directions are for Windows XP; may
vary in other Windows versions.)
Touchscreen monitors are ideal for certain activities, such as ringing up sales, where you are making
selections from predefined data lists. However, when data must be entered into records, such as when
initially setting up the system, running reports, or entering your preference settings, you will find that a hybrid
system including a keyboard (for entering data) is more efficient.
Consider turning on your Microsoft Windows touchscreen keyboard to facilitate typing within QuickBooks
Point of Sale.
Return to top
Keyboard Shortcuts
Mouse & Touchscreen Navigation

The keyboard shortcuts shown below are common to all program areas.


Common Keyboard Shortcuts:
Keystroke Action
Basic Navigation

<F10> Cycle focus between window and menu
<Ctrl+Q> Log in/out
<Alt+O> Open I Want To menu
<Alt> Underscores shortcuts for menus
<Alt+PgUp/PgDn> Cycle through open windows
Printed Documentation
76
<Tab> Accept entry and/or move from one field to
the next in a form
<Shift+Tab> Reverse tab navigation
<Enter> Accept entry and/or move to next field in a
list and on receipt payment window
<Arrow keys> Navigate in and between fields and columns
<Esc> Cancels current operation; backs out one
screen; exits program from Navigator screen
<Home> Move cursor to first column in list
<End> Move cursor to last column in list
<Spacebar> Select/clear a checkbox
Cycle through choices on drop-down lists
Function Keys

<F1> Get Help on current task
<F3> Open the Find window for the active field
<F4> From lookup fields, access associated list to
select
<F5> On document: Edit selected item.
(Pro) Edit selected style item.
<F8> Toggle between list view and form view of
the selected record
<F10> Toggle focus between the menu and window
<F11> Save (without printing transactional
documents)
<F12>


Return to top
1. Save (record, order document) or save &
print (transactional document )
2. Go to payment screen (from receipt body)


Control (Ctrl) Keys
<Ctrl+F> Open the Find window for the active field
<Ctrl+Q> Log in/out
<Ctrl+F4> Go to Item List (from documents)
<Ctrl+F7> Access Held documents (from history list)
<Ctrl+F8> Open installed cash drawer
<Ctrl+F10> Print tags (where applicable)
<Ctrl+n> Switch tabbed pages, n =1,2,3, etc.
<Ctrl+Home> Go to first record in list
<Ctrl+End> Go to the last record in list
<Ctrl+PageUp> Display previous record or form
Alternate (Alt) Keys
<Alt> Access text menus
<Alt+underlined
letter>
Access visible options that contain an
underlined letter by pressing <Alt + the
The Basics
77
underlined letter>. For example, to access
Copy, use <Alt+C>.
<Alt+Page Up/Page
Down>
Cycle through open windows
<Alt+F4> Exit Point of Sale

Return to top
Customize Field Labels
Data Field Overview | Define Inventory | Program Capacities

You can specify custom field labels for the four item description fields in inventory (Inventory Name, Inventory
Description, Size, and Attribute). The field labels you specify are displayed throughout the program, on printed
documents, and on reports.
Default Labels: The default labels for new users are Item Name, Item Description, Size, and Attribute. Upgraders from earlier
versions may have labels of Description 1 and Description 2 for the name and description fields. Click Restore To Defaults at the
bottom of the screen to return to the default field labels.
(Pro) You can also create and use custom fields on customer, vendor, item, and employee records. And, if you use
Print Designer to customize your print templates, you can specify different labels for printed documents as well.
To customize field labels:
1. From the POS Home Page, select Preferences > Company from the File menu.
2. In the left pane, choose General > My Field Labels.
3. Scroll down to locate the field labels you wish to customize and enter new label text in the My
Label column.
4. Select Save.

Related Topics
Customize List Columns
Custom Fields
Data Field Overview | Program Capacities
Pro
Point of Sale provides you the ability to create and use custom fields. Once defined, the custom fields can be
displayed and used to filter lists and reports, and can be added to your printed documents using Print Designer.
For example, on your customer records you may wish to add fields for birthday and spouse's name. In inventory,
you may wish to track the vendors catalog number, or you may need to record and print an item part number on
your purchase orders.
You can define and use custom fields in the following records:
Customers
Vendors
Items
Employees
Defining Custom Field Labels
Custom fields are enabled and labeled on the My Field Labels page of company preferences. The My Field Labels
preferences page allows you to add and define all custom fields in Point of Sale in one place. How Do I?

How do I add my custom fields to lists?
How do I add custom fields to my printed documents?
Printed Documentation
78

Related Topics
Filter lists
Modify and filter reports
Printing
Printing in Point of Sale
How do I? | Printing Tags | Printing Preferences | FAQs
Print lists or documents
Print price tags
Print mailing or shipping labels
Print letters to customers or vendors
Add my logo to sales receipts
Specify document printers and templates
Import print templates
Install a supported printer
Troubleshoot my receipt printer
Customize my printed documents



Point of Sale can print documents, lists, price tags, labels, reports, letters, and graphs.
Before you can print from Point of Sale, you must set up Windows to use your printer or printers. Once set up in
Windows, your printer(s) are available to assign to the various types of documents you can print from within Point
of Sale.
The printed output is determined by the printer and print template you specify in your printing preferences. Each
workstation sets up its own print options.
A default selection of templates for each area is provided with Point of Sale. Pro users can customize these
templates or create new ones to fit your printing needs.
Printing options are accessed in various ways:
Item, customer, and sales history lists: Select from the I Want To Menu...:

All other lists: Select from the Print menu (located on the window toolbar as shown) or from the File menu at the
top of the screen...
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79

When making new documents: Select the Print or Save & Print option at the bottom of the document...



At the time of printing, the Print dialog allows you in many cases to change the printer. template, number of copies,
or preview the output on screen before sending it to the printer. (Options available vary with document.)

Other Printing Topics
Changing print templates at time of printing
Compatible printer list
Ordering printing supplies
Troubleshooting
Printing Lists or Documents
How do I? | Printing Overview | FAQs
Print lists or documents
Print price tags
Print mailing or shipping labels
Print letters to customers or vendors
Add my logo to sales receipts
Specify document printers and templates
Import print templates
Install a supported printer
Troubleshoot my receipt printer
Customize my printed documents


Use these procedure to print record lists or individual documents.
To print a non-document list: (item, customer, vendor, department, and employee)
1. Display the list you wish you print.
2. If you want to print only a subset of the list, filter the list to display only the records you want
included. To print the entire list, make sure the filter is set to display all records.
3. From the File menu, select Print.
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You can also run list reports, which provide greater flexibility in customizing or exporting the printed output.
To print documents:
Transactional documents (receipts, vouchers, and memos, and transfer slips) are normally printed at the time you
save them. Use this procedure to reprint those documents from your history lists or to print order documents.
1. Highlight (list) or display (form) the document you want to print.
2. Select Print from the File menu.
Most documents also have a Print or Reprint button at the bottom of the document window, which can be
selected instead.
3. If presented with a Print Document dialog (a workstation preference), you can:
Change the printer you want to use if necessary
Specify a print quantity
Select Preview to view the document or Print to send it to your printer
Notes:
If you choose to print a receipt, voucher, or memo as you are creating it (but before you have saved it), the
document will be both printed and saved.
You can order tags, labels, and receipt paper for printing directly from QuickBooks. Refer to the ordering
supplies topic.
The print templates and printer specified in workstation preferences determine what your printed
documents look like.
(Pro) The default templates can be customized to meet your specific needs.
Related Topics
Compatible hardware list
Installing supported printers
Previewing printed documents
Running Point of Sale reports
Troubleshooting a receipt printer
Adding your Logo to Sales Documents
Printing Overview | Print Designer | FAQs

You can easily add your store logo to printed sales receipts, gift receipts, customer orders, and other documents.
You can even add several logos to Point of Sale and then switch between them for seasonal or holiday purposes.
Pro users can add different logos to different documents using Print Designer.
To add your logo to printed sales documents:
1. From the File menu, select Preferences > Company.
2. Select the General > Store Info page from the left-side menu.
3. Select the checkbox for Use Image as Default Logo.
4. Select Specify.
5. In the Images Collection window, select Add and browse for a graphic file. See notes below for
file requirements.
6. Repeat to add additional logos. Choose the one logo you want printed on documents and choose
Select.
7. Select Save on the preference page.

Notes:
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81
Standard .BMP, .J PG, and .GIF file formats are supported. Note that some files with these extensions,
such as those from some digital cameras, may contain extra file information that will prevent them from
working in Point of Sale. If this occurs, use a graphics, paint, or photo application to open and re-save the file
with a standard format. Tip: Test the file to see if it opens in Internet Explorer. If it does, it should work in Point
of Sale.
Logo colors must be RGB (not CMYK) and maximum 24-bit resolution.
Logo file size should not exceed 100 KB. Larger file sizes may slow printing. We recommend reducing
color resolution or logo dimensions to reduce file size, if necessary.
Point of Sale will scale the graphic, if necessary, to fit in the allotted space on a document. Some loss in
graphic quality may result when scaling. For best results, use a graphics application to size your logo to the
recommended sizes:
40-column documents: 248 pixel maximum width
Letter-size documents: 381 pixel maximum width
The specified default logo is automatically added to your printed sales documents. Simply return here and
change the default logo to print a different logo.
(Pro) If you use Print Designer to customize your printed document templates, you can change the size
and position of the logo, use different logos for different documents, and add logos to other document types.
(Pro with multiple stores) Each store can define their own logos.
Printing Tags: Overview
How do I? | Supported Tags | Printing Preferences | FAQs
Print tags
Specify tag printing templates
Disable tag printing for an item
Print the MSRP on tags
Print markdown or discount tags in Price Manager
Print cost on tags in code
View supported tag and label styles and sizes
Customize my tag templates
Import print templates
Installing supported printers
Troubleshoot my Zebra tag printer
Order printing supplies


Item price tags can be printed from inventory, purchase and receiving documents, transfer slips, the Price Change
reminders window, and from the Price Manager and Physical Inventory windows.
The appearance of printed tags is determined by the default print template you have specified in workstation
preferences or you can change the template at time of printing. Pro users can also customize or create new tag
templates to meet their individual needs.
Tag printing is supported to compatible dedicated tag printers (e.g. the Zebra LP2824) and to standard inkjet/laser
printers (using sheet labels). A dedicated tag printer allows you to print to hang tag, jewelry tag, and adhesive tag
templates available on roll stock.

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Tags can be printed with or without bar codes or the reference MSRP (manufacturer's suggested retail price).
When printing tags with bar codes and using the default tag templates, Point of Sale uses the inventory item
number to produce the bar code, not the UPC code. This allows you to print bar-coded tags and list items on
documents by scanning them, even if you do not have a vendor-provided UPC code for the items. Learn more.
The MSRP is included on printed tags if it has been entered on the item record. If you do not wish to include the
MSRP, don't enter it on the item record or remove the field from the template you are using with Print Designer.

Return to top

Other Tag Printing Topics
List of compatible tag printers
Installing supported printers
Common issues with Zebra tag printers
Printing mailing and shipping labels
Printing shipping labels
Printing tags for alternate vendors
Item tags printed from inventory always include the information for your primary vendor. To print tags that
include alternate vendor information, such as the alternate lookup or UPC values, print the tags from either the
purchase order or receiving voucher used to purchase the items from the alternate vendor.
Ordering printing supplies
Print Mailing or Shipping Labels
Printing Overview | Printing FAQs | Supported label styles/sizes
Basic
You can print mailing or shipping labels from your customer list, from individual customer records, and from the
Customer Center.
(Pro) You can also print shipping labels from sales receipts and customer orders.

Print a Label for an Individual Customer
From the customer list, display the customer details. In the Addresses section, select one of the entered addresses
from the drop-down list and then click Print Label.
With this option, you can print a mailing label for one, all, or a selected group of customers.
Step-by-step instructions
1. Display your customer list or an individual customer record.
2. If on an individual customer record, select Print Label below the customer address fields. Pro
users can print using either the Bill To or Ship To address.
OR
If in the customer list, select the customer or customers for which you wish to print labels and then select
Print Labels from the Print menu. How do I select multiple customers?
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83
You may find it helpful to filter the list to display a specific group of customers, such as by ZIP
code or last purchase date, before selecting.
If you intend to print labels for all customers, you do not have to select them. You can specify
that option in the next step.
3. Specify or change options in the Print Labels dialog:
Change the printer to be used, if necessary
Specify if printing for selected customers or all displayed customers
Specify the number of labels to print for each customer
Preview and/or change the label template used (select More Options, if necessary, to
access)
4. Select Print or Preview.
5. If printing to sheet labels, specify a label start position (for printing on partial pages of labels)
and then select Continue. If necessary, you can also align your printer from this dialog.



Print Mailing Labels from the Customer Center
Printing labels from the Customer Center gives you the added advantage of being able to create a mailing
campaign list filtered by customer record information and/or by sales data. Labels printed from the Customer
Center always use the customers' billing addresses.
Step-by-step instructions
1. On the home page Navigator, click Customer Center. The Customer Center is opened.
2. In the Reach Out to Your Customers section, click Print Mailing Labels. The Print Mailing
Labels wizard is opened.
The wizard includes the following pages. Click Next when ready to move to the next page.
Choose Campaign Type: Select one of the predefined mailing campaigns or choose
Custom to define other criteria:
Recent PurchaseInclude only customers that have made a purchase in the last x
number of days (enter x).
No Acti vityContact only customers that haven't made a purchase in x number of
days (enter x). Optionally, you can also elect to include only those customers that have made
at least one purchase from you anytime.
Merchandise InterestContact only customers that have made a purchase from a
particular department or vendor. Click the Select Department/Vendor button to specify
which department/vendor. Optionally, you may limit the sales period to the last x number of
days.
CustomThis selection presents two additional pages for entering specific filter
criteria. On the first, you can filter for any information stored in your customer records (city,
ZIP Code, customer type, charge account customers, etc.). The second page allows you to
filter for information contained in your customer sales history. Click Help on these pages for
assistance.
Review Customer List: This page displays a proposed list of customers based on your
selections. By default, all customers in the proposed list are selected for inclusion in the final list ( =
selected). You can remove customers from the final list by clearing their checkboxes. Clear/select
checkboxes by clicking on them or by using the button options on the right.
3. Specify or change options in the Print dialog:
Change the printer or printer properties, if necessary
Specify the number of copies (labels) to print for each customer
Preview and/or change the label template used (select More Options, if necessary, to
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84
access)
4. Select Print or Preview.
5. If printing to sheet labels, specify a label start position (for printing on partial pages of labels)
and then select Continue. If necessary, you can also align your printer from this dialog.


Print Shipping Labels from a Sales Receipt or Customer Order (Pro)
You can print shipping labels from a receipt or customer order. If you use Shipping Manager, special considerations
apply as explained below.
Directions
1. Enter a customer and shipping information on the receipt or customer order.
2. Select Options in the Shipping Info area on the document and then choose Print Store
Mailing Label.
If you used Shipping Manager to add the shipping information to the document, select Re-print <Carrier>
Shipping Label from Options instead.
3. Specify or change options in the Print dialog:
Change the printer to be used, if necessary
Specify if printing for selected customers or all displayed customers
Specify the number of labels to print for each customer
Preview and/or change the label template used (select More Options, if necessary, to
access)
4. Select Print or Preview.
5. If printing to sheet labels, specify a label start position (for printing on partial pages of labels)
and then select Continue. If necessary, you can also align your printer from this dialog.



Print Shipping Manager Labels (Pro)
If you use Shipping Manager to make shipments, a shipping label that includes tracking information and scannable
bar code is automatically printed when entering the shipment.
Laser/inkjet and thermal printers are supported by Shipping Manager. The printer and options for Shipping
Manager labels are set up in Shipping Manager, not in Point of Sale preferences. See Shipping Manager Overview
and Setup.
The Zebra LP2844 thermal printer, a Point of Sale compatible printer that can print 4" x 6" shipping labels, is also
ideal for use with Shipping Manager.

Notes:
A default label printing template and options can be specified on the Documents & Printers page of
workstation preferences. This selection does not apply to labels printed from Shipping Manager.
For information about ordering labels directly from QuickBooks, refer to the ordering supplies topic.
(Pro) A shipping label can be printed from any of the shipping addresses entered on the customer record.
When shipping information is added to a sales receipt, the shipping information, including carrier and tracking
number is printed on the receipt given the customer.
Back to top

Related Topics
Supported label styles and sizes
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85
Print your customer list
Compatible label printers
Enter shipping information on sales receipts
Customize printed documents
Write Letters from Point of Sale
Manage Letter Templates | Office Integration Overview | FAQs

Point of Sale provides Microsoft Word integration for writing letters to customers and vendors. The letters can
include data from the customer and vendor records as well as from documents made for the customer or vendor. A
variety of letter templates is provided for your use. You can customize the provided templates and create more of
your own.
Letters can be initiated from the I Want To menu in your customer or vendor list or from your document lists. If you
want a letter to include data from a document, such as specific item information, the letter must be initiated from
that document.
You can create a letter for a single recipient or send letters to a group of selected or filtered recipients.
To write letters:
1. Select the record or documents for which you wish to print letters.
If sending letters to a filtered list, you do not need to select specific records in this step.
2. From the I Want To menu, select Write Letters and then choose to Currently Selected or to
Filtered List.
If using the filtered list option, follow the prompts to enter filter criteria to include/exclude customers or vendors.
Learn more.
3. Select the template you wish to use for the current printing and select Next.
4. Enter the name and title of the person that the letter will be from and select Next.
The letter(s) are opened in Word. If you are printing multiple letters they are all in a single Word document with
each letter starting on a new page.
5. Review and modify in Word if necessary and then print the letter(s).

Notes:
You can select Modify Template when selecting a template if necessary to customize the template before
creating the letters. Learn more about modifying templates.
If the selected template includes data fields for which no data exists in your Point of Sale records or
documents, the fields will be auto-filled with **MISSING <data field>**. Review your letter(s) and edit or
remove these fields to complete the current letter. You can remove the fields from the template if you never
want them included in future letters.
You may save the Microsoft Word document if you wish; doing so will not affect the template.
Related Topics
E-mail Marketing from Point of Sale
Supported Tag and Label Styles and Sizes
How Do I? | Printing FAQs
Print tags
Print mailing or shipping labels
Specify the templates I want to use
Customize my print templates


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86
The following tag/label styles and sizes are supported for printing in Point of Sale. Be sure to observe your printer's
capabilities when selecting a template; some listed styles can be used for both tags and mailing/shipping labels.
Not all sizes and styles listed below are available in every area or compatible with every printer.

Laser and inkjet templates for tags or labels:
Size Number Per Sheet Use Template
1" 2.625" 30
(3 across)
Avery 5160*
1" x 4"
20
(2 across)
Avery 5161
0.5" 1.75" 80
(4 across)
Avery 5167*
3.33" x 4"
6
(2 across)
Avery 5524**, 8164
* Multiple tag templates within category
** Weatherproof tag, for laser printer only

Roll-stock tags/labels, for use with the Zebra LP2824/LP2844 and other compatible tag or label printers:
Tag/Label Type Size (approx.) Use Template
Hang Tag: 2.25" x 1.35"
Intuit Hang Tag*
Jewelry Tag with
Flaps:
2.1875" x 0.5" Intuit J ewelry Tags
with flaps*
Jewelry Tag
without Flaps:
2.1875" x 0.5" Intuit J ewelry Tags
without flaps*
Small Label,
adhesi ve:
1.19" x 0.84" Intuit Small Label*
Label, adhesive: 2.25" x 1.25" Intuit (Mailing) Label*
Label, adhesive: 4" x 3" Label (4x3)
Label, adhesive: 4" x 6"
Label (4x6)
*multiple tag templates within category

For information about ordering tags and labels directly from QuickBooks, refer to the ordering supplies topic.

Related Topics
List of compatible tag and label printers
Printing the MSRP on Tags
Tag Printing: Basic Instructions | Supported Tags | FAQs

You can print the manufacturers suggested retail price (MSRP) on your price tags to demonstrate savings to your
customers. If you have entered the MSRP on the item record, this value is included when you print tags for the
item.

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87


Some jewelry tags are too small to print both the MRSP and a bar code. If you want to print the MSRP and not the
bar code on jewelry tags, you must specify a tag template with "MSRP" in its name in workstation preferences.

Related Topics
Customizing your printed tags
Ordering tag supplies from Intuit

Printing Tags in Code
Overview | Tag Printing: Basic Instructions | FAQs

You can print an items cost and its last received date on price tags in a code that is defined in company
preferences. Only informed employees will know how to read the code.
To define and use a price tag code:
1. From the File menu, select Preferences > Company.
2. Select Price Levels from the preferences menu on the left.
3. In the Price Tag code area, specify one letter or number to represent each number 0-9.

4. In your workstation document & printer preferences, select a tag template with a suffix of "+cost".
These templates contain the Cost Code and Last Rcvd Code fields.

Example: You have an item with a cost of $9.00, last received on 11/26/07. You define your tag code as shown
above. The printed tag, using a "+cost" template, would look like this:



Cost: i00 =9.00 (decimal omitted)
Last Recei ved Date: aabf0g =112607 (mmddyy format)

Related Topics
Customize your printed tags
Specifying Document Printers & Templates
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88
Printing Overview | Printing Preferences | Importing Templates | Print Designer

Printers and templates for documents, tags, and labels are specified on the Documents & Printers page of
workstation preferences. When specifying templates, make sure you take into consideration your printers
capabilities and the size of the printer paper, i.e., do not select a "Letter" sized sales receipt template if using a 40-
column receipt printer. You can also change the printer and/or template used each time you print if you set your
printing preferences to display the print dialog.
To specify printers and templates in preferences:
1. From the File menu, select Preferences > Workstation.
2. Select Documents & Printers from the left-side preferences menu.
3. From the drop-down lists for each document, tag, and label type:
Select the printer to be used
Select a template to use
Specify the number of copies of the document to print
4. If you want the ability to change printers or templates when printing, select the Print Options
preference page and select the checkbox for each document type in the Print Dialog section.
Note: When printing tags, and labels, and customer orders, the print dialog is always displayed so no checkboxes are
displayed in the list for these document types.
5. click Save.

Notes:
If you have not specified print templates, the first time you go to print in each program area you will be
prompted to select a template. The template selected will be saved to your preferences and used from that
point on unless changed.
(Pro) If the default templates do not meet your needs, you can customize them using the Print Designer.
Select Print Designer from the Tools menu. If you modify a template and save it with a new name, answer
Yes when prompted to make the new template the default for that document type.
Print Designer Overview
How do I? | Print Designer FAQs
Pro
Using Print Designer, you can customize your printed documents, labels, packing slips, and tags. The following
actions are available to you in Print Designer:
Add, remove, size, and position data fields, static text, bar codes, and logos
Add borders and graphic lines
Change the printed labels on fields
Change the fonts used for printing
Control certain printing characteristics, such as the behavior of headers and footers
Note that not all options are available on every template.
Point of Sale comes with default templates for each document, tag, and label type. You can directly edit the default
templates or copy them and then modify the copy to create and save new templates. Once modified, templates can
be exported and imported to share them with other workstations or stores.
Print Designer is not a "WYSIWYG" ("what you see is what you get") editor. As you position data fields on a design
page, keep in mind that you are defining relative position, not absolute position, especially as it relates to vertical
positioning. Every field that is placed on a template is not necessarily filled with data with each transaction. Many
unused fields are removed from the template at the time of printing, so that the printed document does not have
blank, wasted spaces. A good example of this behavior is the payment type fields included on sales receipt
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89
templates. While all of the possible payment types are included in the design, most sales only utilize one payment
type, thus it is the only one actually printed.
Most document templates are separated into sections. There can be up to five different sections on a template,
each with a unique printing behavior. These sections control how the printed output looks. For example, the
information included in the Repeating Header section prints at the top of each page of a multi-page document,
while the information in the Body Header section prints only once, near the top of the first page. Learn more about
template sections and spacing.

Related Topics
Recommended sequence and tips for modifying templates
Print Designer preferences
Previewing Documents, Reports, and Tags
Printing Overview | Print Option Preferences | Printing FAQs

The Previewer is used throughout Point of Sale to view documents, reports, tags, labels, and records (collectively
called documents here) on the screen before sending them to the printer.
Tip: Zoom preview display to see small print

Preview Options
To access these options, right-click in the preview window. Not all options are available on all documents.
Find and Find Next: Select Find (<F3> ) to locate a specific alphanumeric string of characters contained
in the document. Enter the string you wish to locate, and then click Find Next to move the focus forward to
the next occurrence. Checkbox options can be used to refine the search to match your entry exactly and/or
to match the case as entered.
Zoom: Select a zoom percentage or page magnification from the list displayed. Zooming in can be
particularly helpful in viewing small print, such as on price tags.
Show Rulers, Show Toolbar, Status Bar: Select or clear to toggle on/off the display of the Rulers,
Toolbar, and Status Bar. A check mark indicates the feature is active. Choosing to not display any of these
items frees more screen space for viewing your document.
Related Topics
Printing lists or documents
Printing tags
Reports overview
Customizing printed documents and tags
Printing FAQs
Printing Overview | Compatible Printers | Hardware Setup

The following lists include common questions about printing. Under the appropriate category below, click on a
question to view the answer.
If you have problems printing, we recommend you use the Hardware Troubleshooter (access from the Help
menu) for assistance. The troubleshooter will help you identify and correct your specific issue.

Printer Configuration & Preferences
My printer is not printing. What could cause this?
The Print or Print Tags buttons are grayed out. Why can't I access this option?
After upgrading, I can't find the same print template I used for a document/area before. Why is this?

Document & Report Printing
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90
What is wrong when the right side of the text is truncated when printing the Z-Out Store Close report on the Star
TSP600 receipt printer?
How can I change font size on a report?
What happens if I select print while viewing a document before the document has been updated?
What should I do if a printed document does not contain a field I want?
Can I customize my printed documents?
Can I change printing options at the time of printing?
How do I cancel a printing job after it has started?
When printing a X/Z-Out report to my 40-column printer, I get the error message "There was an error found when
printing the document to LPT1: Do you want to retry or cancel the job?" If I cancel the print job Point of Sale freezes
up. What can I do to correct this?
I am using the Epson TMU200 and am experiencing poor print quality. What is wrong?

Tag and Label Printing
How do I cancel a tag printing job after it has started?
When printing tags using the Zebra tag printer, tags are printed erratically, skipped, printed upside down, or not
properly centered on tag stock. How can I fix this?
Tags are skipped when printing on a Zebra tag printer, even after a calibration. What could be the problem?
I accidentally sent a print job to the Zebra tag printer that was meant for another printer. What should I do?
The Zebra tag printer prints one tag, advances past several blank tags, and then the printer light becomes red, or
the printer light becomes red when sending a job to the printer. How can I correct this?
When printing tags with cost there are unusual characters, but no cost. What has happened?
What is wrong when nothing prints on hangtags?
Can I customize my printed tags?
I changed fonts and font sizes in Print Designer, but my printouts are now messed up. Why?
See also Common issues with Zebra tag printers
Back to top

Didnt find an answer to your question? Try these other free resources:
Visit the Point of Sale Community Message Board to ask questions and share ideas, solutions, and advice with
other Point of Sale users and experts.
Check out our support website to search our online Knowledgebase of answers to frequently asked questions at
www.quickbooks.com/support.

Related Topics
Print records or documents
Print tags
Print the cost and last-received date on tags
Print customer labels
Workstation preferences: Printing
Compatible hardware list




Printer Configuration & Preferences Answers
My printer is not printing. What could cause this?
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91
A number of things could cause this problem. Check for the following:
No power/printer is offline
No paper in printer
Printer is not properly installed
Printer is not properly connected to computer
Workstation preferences are not properly configured for the printer (use the Hardware Setup
Wizard, accessible from the File menu, to connect and configure new hardware)
No template is selected in workstation preferences for the document type you are trying to print
More than one printer is connected to the port assigned (use the Hardware Troubleshooter,
accessible from the Help menu, to identify and correct the problem)
You plugged a USB printer into a port other than the one on which it was originally installed.
Replug the printer into the same USB port used before.
Receipt printer troubleshooter
Return to question list


The print or print tags button is grayed out. Why cant I access this option?
Typically, this happens when no printer has been set up in Windows or assigned in Point of Sale. Selecting
Preferences > Workstation from the File menu and then select Available Printers from the preferences menu on
the left. If your printer is not listed, select Hardware Setup Wizard to install it now. Then select Documents &
Printers and specify the printer for documents as necessary.
Return to question list


After upgrading to this version, I cant find the same print template I used for a document/area in earlier
versions. Why is this?
Improved print templates (called "designs" in some previous versions) have replaced previous templates. Review
your template choices in workstation preferences and make new selections as appropriate. If you do not have a
print template selected when selecting to print, a dialog will be presented from which you can make your selection.
Return to question list


Can I customize how my printed documents and tags look?
Yes, if you are a Pro-level user, you can customize printed documents and tags using the Print Designer. Learn
more.
Return to question list


Document & Report Printing
What is wrong when the right side of the text is truncated when printing the Z-Out Store Close report on
the Star TSP600 receipt printer?
Go to File > Preferences > Workstation > Print Options > X/Z-out and change the template assigned to X/Z-
Out reports to 40-column X/Z-Out.
Return to question list


How can I change font size on a report?
You can change a number of report options, including font, header/footer information, and the columns of
information displayed in the report. In the Report Center, choose the report you wish to run. Depending on how you
run the report, the Modify Report wizard may be displayed before running or you can select Modify from the toolbar
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after it is displayed. Choose Change Report Appearance and then select an area of the report in the Fonts
section to review or change font characteristics.
Return to question list


What happens if I select print while viewing a document before the document has been saved?
In this case, selecting Print has the same effect as selecting Save & Print. The document is saved, then printed.
Return to question list


What should I do if a printed document does not contain a field I want?
Try a different document template at File > Preferences > Workstation > Documents & Printers and see if the
new template contains the field/information you want. A number of templates are provided for each document type,
each containing different information and fields.
(Pro) f the provided templates dont meet your needs, you can customize them or create new ones to meet your
needs using Print Designer.
Return to question list


Is there a way I can change printing options at the time of printing?
At File > Preferences >Workstation > Print Options, make sure the checkbox for Display Print Dialog... is
selected for each type of document for which you would like to change options at the time of printing. You will be
able to change the printer, number of copies, template, and various other options depending on the document type.
Return to question list


When printing a X/Z-Out report to my 40-column printer, I get the error message " There was an error found
when printing the document to LPT1: Do you want to retry or cancel the job?" If I cancel the print job Point
of Sale freezes up. What can I do to correct this?
There are really two separate issues here. First, ignore the error message and let the printer continue printing. This
error is caused by an overrun in the Windows print buffer, and if you just ignore it the message will disappear as
soon as the buffer catches up. If it is a large report, this may take a few minutes but the message will disappear on
its own and the print job will finish correctly.
The second issue, Point of Sale freezing when you do cancel the print job, is most likely because your printer
properties are set to "Print directly to printer." If this is the case, system control is never returned from Windows to
Point of Sale after canceling the print job. Open your Windows Printers folder, right-click your 40-column printer
and select Properties. Locate the setting for spooling print jobs (typically on the Advanced page) and be sure the
"Spool print jobs" and "Start printing immediately" settings are selected.
Return to question list


I am using the Epson TMU200 and am experiencing poor print quality. What is wrong?
Try the following suggestions to improve the print quality with this printer.
Uninstall the printer from the Windows Printers dialog. Then run the ADT206E.exe file from the
Extras\Drivers\Epson Printer & USB drivers folder on your Point of Sale installation CD, choosing the
Status API and TMU 210 ReceiptA(R) options. This will reinstall the printer with the correct driver.
Select print templates that use the Arial font at File > Preferences > Workstation >
Documents & Printers. Look for the {Arial}suffix on the template names.
If you have a cash drawer attached and get extra characters printing, try changing the Cash
Drawer settings in workstation preferences to "Connected through Epson Generic".
If extra paper is fed after a receipt is cut, try switching report/partial cut settings to assigned paper
size on the Windows Printer Properties > Device Settings tab.
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This is a dot matrix printer and does not support printing of scannable bar codes.
Return to question list


Tag Printing
When printing tags using the Zebra tag printer, tags are printed erratically, skipped, printed upside down,
or not properly centered on tag stock. How can I fix this?
There are two possible reasons for this. 1) A dirty printhead, or 2) the printer needs to be calibrated. Calibration is
offered required right after switching between label types, changing the roll, or just because tag printers can be
finicky.
See Common issues with Zebra tag printers for advice on these issues and more.

Return to question list


Tags are skipped when printing on a Zebra tag printer, even after a calibration. What could be the problem?
Earlier models of the Zebra LP2824 printer work erratically with the current driver. Ensure that the manufacture
date of the Zebra LP2824 is after October 2002.
See Common issues with Zebra tag printers for advice on these issues and more.

Return to question list


I accidentally sent a print job to the Zebra LP2824 that was meant for another printer. What should I do?
J obs meant for other printers are likely to have embedded commands that will create printing problems on the
Zebra LP2824 printer. When this happens:
1. Delete all pending print jobs for all printers (this may require rebooting Windows).
2. Power the printer off, and then back on.
3. Recalibrate the printer by selecting the Calibrate button on the Print dialog.
Return to question list


The Zebra tag printer prints one tag, advances past several blank tags, and then the printer light becomes
red, or the printer light becomes red when sending a job to the printer. How can I correct this?
This problem may be caused by accidentally sending a printer job meant for another printer to the Zebra LP2824.
1. Delete all pending print jobs for all printers (this may require deleting jobs and rebooting Windows).
2. Power the printer off, and then back on.
3. Recalibrate the printer by selecting the Calibrate button on the Print dialog.
Return to question list


When printing tags with cost there are unusual characters, but no cost. What has happened?
Tags can be printed in code to prevent inadvertent disclosure of Cost and Last Received Date information. The
default at Edit > Preferences > Company > Pricing > Price Tag Codes maps the first 10 letters of the alphabet
to the numbers 0-9 (a=1, b=2, c=3, etc.). Cost will print on tags in this code when you use a tag template with a
suffix of "+cost" (for example, "Zebra Label +cost"). Change the cost codes to suit your taste.
Return to question list


What is wrong when nothing prints on hang tags?
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Only one side of tag stock is designed for thermal printing. Reverse the direction that the tag stock feeds and try
printing again.
Return to question list


(Pro) I changed fonts and font sizes in Print Designer, but my printouts are now messed up. Why?
Print Designer allows you to change almost everything about a print template, including fonts, special characters,
font sizes, colors, etc. But Print Designer doesn't know what printer you will use to actually print your tags or
documents. Take care to not make changes that your printer won't support. For example, receipt and tag printers
may not support all font characters, sizes, or color. Always test template changes to be sure the output is what you
expected before putting the template into use in your store.
How do I cancel a printing job after it has started?
Point of Sale "spools" a printing job to Windows and Windows then sends the job to your printer. This allows you to
begin another task sooner in Point of Sale, while Windows handles the printing chores. You can cancel the print job
using the Cancel button on the print progress dialog in Point of Sale. Unfortunately, on many print jobs the spooling
and this dialog are visible for only a few seconds in Point of Sale.
You may still be able to cancel the print job in Windows. Look for the printer icon in your system tray and double-
click it. This opens the Windows print queue window for the printer. Your print job and its status is displayed. To
cancel the print job, select the document and then from the Document menu, select Cancel .
Another, and possibly quicker, method of canceling a print job is too power off the printer itself. Cycling the printer
power off and on typically clears any printer buffer (memory) that the printer itself may be using to hold the print job.
You may still have to cancel or delete the job in the Windows print queue or it will remain there and possibly
attempt to restart later.
Refer to Windows help for more information on working with printers or changing your print settings.

Return to question list
Available Printers/Add Printer
Preference Instructions | Compatible Printers

This information applies to the Available Printers page of workstation preferences.

This workstation preference page lists the printers currently installed on this workstation.
Check the list to see if your printer is installed. If not, select the Hardware Setup Wizard button to install it now.
Follow the wizard prompts to complete the installation.
If you purchased your printer from Intuit (i.e. a supported printer), follow any instructions included with the printer or
select from the installation instructions below.

Select a link for more information about installing supported printers:
Citizen CT-S300 Receipt Printer (USB)
Star TSP100/TSP600 receipt printer (USB)
Star TSP600 receipt printer (parallel)
Zebra LP2824 tag printer (USB)
Zebra LP2824 tag printer (parallel)

Related Topics
Print option preferences
General printing instructions
Troubleshooting printing
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Setting up an Inkjet or laser printer
Workstation Preferences: Documents and Printers
Preference Instructions | Printing FAQs | Company Preferences

Use the Documents & Printers page of workstation preferences to specify the default printer, print template and
number of copies to print for each document type in Point of Sale. Set these options at each workstation that will
print from within Point of Sale.
Printer: Select from the drop-down list of available printers.
Template: Select from a list of available templates to be used when printing the document type. The template
determines the print layout of fields for a particular document type and printer. Point of Sale includes several
template choices for each document type for use with various printers and for various needs.
Copies: Enter the number of copies to print each time the document type is printed.
Highlight a document line and select Preview or Print Test Page to view or test that the printer/template
combination results in the desired output. If you need to add or configure a printer, select the Hardware Setup
Wizard button.
If you also specify to display the Print dialog on the Print Options page, you can change these settings at the time
of printing.

Shipping Manager Label Printer (Pro)
If you use Shipping Manager, select Shipping Manager Setup to open this application and set up a printer for your
shipping labels.

Related Topics
General printing instructions
Customizing print templates (Pro)
Workstation preferences overview
Work with Company Data
Create a New Company Data File

Use this procedure to create a new Point of Sale company data file.

Note: In a multi-workstation configuration, this feature is available only from the Server Workstation.
Note: If this is the first time you are running Point of Sale and you have been prompted to create a company file, start with step 4
below.
To create a new company data file :
1. In a multi-workstation configuration, close Point of Sale on all client workstations.
2. From the File menu, select Company Operations.
3. In the dialog displayed, select Create new company and click Next.
4. Enter a unique name for the new company data, then click OK.
(Pro) Also specify your store type and, if a remote, specify a store number before clicking OK.
Point of Sale displays a status indicator as it creates the new company data.
5. Click OK when the confirmation dialog is displayed.
The registration screen (if applicable) and then the Hardware Setup Wizard and Setup Interview will launch to
assist you in configuring the program for your store(s).

Connect to the Company Data on the Server
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Data Overview | About Server/Client Workstations | Troubleshoot

In a networked, multi-workstation configuration, use this procedure to connect a Client Workstation to the Point of
Sale company data on the Server Workstation. Your computers must be properly networked.
To connect a Client to the company data:
1. Ensure that the Server Workstation is running.
2. Launch Point of Sale on the Client Workstation.
3. Point of Sale searches your network and locates the server installation of your company data.
If a single company data file is located, the Client is automatically connected to it. And the
following steps do not apply.
If more than one Point of Sale company data file exists on the network, a window is displayed
listing the names of the files. Continue with the following steps.
4. Select the company data you wish to access and select OK.
5. If prompted, select a workstation number for this computer, and select OK.
If you require employee logins (previously set up), the Log In window is displayed. Use your user name and
password to log in to the program.
6. Repeat this procedure for each Client Workstation.
On subsequent launches of the Client Workstation, Point of Sale automatically reconnects to the same
server/company data.

Note: Virtual Private Networks (VPN) and wireless networks tend to be low bandwidth (slow) and therefore are not recommended
for use with Point of Sale. These network configurations may be unreliable.

Related Topics
Install additional workstations
About Point of Sale licensing
Open a Company Data File
Data Overview | Backup/Restore Data | Troubleshoot

Point of Sale automatically opens the last company file that you worked with when you start the program.
You can use this procedure to open a different Point of Sale company file stored on the Server Workstation or to
browse to a file on your network.
To open a company data file:
1. Close Point of Sale on client workstations.
2. From the File menu, select Company Operations.
3. Select Open existing company, and select a file from the drop-down list displayed. The list
includes all company data files detected on the Server Workstation.
4. Click Next.
Point of Sale opens the specified company data.

Related Topics
Share your data with an advisor or accountant
Convert Data from a Previous Version
Data Overview | Backup/Restore Data | Troubleshoot

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Point of Sale prompts you to convert company data from a previous version, if detected, when the program is first
started on the Server Workstation. You can also use the second procedure below to convert previous version data
at anytime in the future.

Note: In a multi-workstation configuration, this feature is available only from the Server Workstation.
To convert company data when prompted on initial startup:
1. Answer Yes to converting your prior version data when Point of Sale alerts you it has been
detected.
2. Enter a unique name for the new company data file and select OK.
3. On the dialog displayed, confirm the location of the previous installation of Point of Sale and
select OK.
Alternatively, you can browse to a different location or specify that the conversion should be done from a
backup file of previous data.
4. If prompted, be sure all workstations have closed the previous version and then answer Yes to
continue with the conversion.
Point of Sale copies the data files from the previous version and then converts the copied files to the current
format. This process may take several minutes, as customer, vendor, and item histories are built. The total
time required will vary with the size of your existing data file and hardware configuration. Your data files in the
previous version are left unchanged in this process.
5. Select OK to close the import confirmation window when displayed.
6. If you require employee logins, the Log In window is displayed. Use your previous version user
name and password to log in to the program.
To convert company data from a previous version later:
1. Close all open windows and have all other workstations exit Point of Sale.
2. From the File menu, select Company Operations.
3. In the dialog displayed, select Convert from previous version and click Next.
4. Follow the prompts (same as above) to complete the conversion, identifying the location and
version number of your previous installation when requested.

Related Topics
Open a company data file
Share your data with an advisor or accountant
Share Your Company Data with an Advisor or Accountant
Company Data Overview | Protect Customers' Payment Card Data

If you engage the services of an advisor or accountant, you can easily send them a copy of your company data for
review. Your advisor must have the same version and level of Point of Sale that you use to view your file.
You should give your advisor a copy of your data, not your original company data file. You can continue to carry on
normal activities in Point of Sale while your advisor is reviewing your data.
Security Note: We strongly recommend that you require user logins if sharing your data with other parties. Add
your advisor as an employee and assign a user name and password for access. Typically, you would give your
advisor full access rights (Owner or custom security group), but you can assign more limited rights if preferred.
To create a copy of your Point of Sale data for an advisor:
1. From the File menu, select Back Up Data.
2. In the Backup Data dialog, select Backup to an alternate location and then click Browse.
3. Give the backup file a unique name (leave the .qpb extension) and save it to a removable disk,
CD, memory stick, or other media that you can provide to your advisor.
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(Advisor) To access your clients data:
1. From the File menu, select Company Operations.
2. In the dialog displayed, select Create new company and click Next.
3. Enter a unique name for the new company data, then click OK.
The new data file is created and confirmed.
3. From the File menu, select Company Operations.
4. In the dialog displayed, select Restore from backup and click Next.
5. Select Browse to alternate backup file and then browse to locate the clients backup file on the
provided media. Look for a file with the .qpb extension and then select Open.
6. Select OK to restore the clients data to the new data file created in Step 2. The clients data is
opened on your computer.
This procedure adds the clients data to your database server list. You can subsequently reopen this data by
selecting Company Data > Open from the File menu.

Related Topics
Create a new company data file
Open a company data file

Backing Up Your Company Data
How do I? | Restore from a Backup | Data Protection Strategy

Note: Data backups can be done only from the Server Workstation. There is no need to do backups on client workstations.

The data that you gather during day-to-day business operations is invaluable and must be protected. Power failure,
media defects, disgruntled employees, or hardware problems can corrupt or destroy your company information.
Backing up your data on a regular basis enables you to recover from such events as quickly and painlessly as
possible. Failure to do so puts your entire business at risk.
Point of Sale provides several backup and restore features:
An automatic backup is made once a day when the Server Workstation exits the program or at a specific
time that you schedule; the most recent ten backup files are maintained
Backups are also made or suggested by Point of Sale anytime you run certain data-related tasks, such as
when installing program updates, running the Clean Up Data utility, or importing data
You have the option to include making a backup in your End of Day procedure and the ability to make
manual backups at anytime to the default or an alternate location
If necessary, you can restore your company data from any available backup file; Point of Sale will
automatically suggest the most recent backup to the default location for the restore
(Pro) You can optionally include item pictures in your backup (will increase backup time and file size)
For maximum protection, it is recommended that you do regular backups to removable media that you store off-
site.
If you create a backup while other workstations are still using Point of Sale, only those transactions that have been
updated (saved) are included in the backup file. We recommend that all workstations complete and save any
pending transactions before a backup is made.
It is important to note that Point of Sale only backs up your Point of Sale data. Therefore, it should serve as only
one component of a comprehensive data protection strategy. You must take separate action to back up other
important information for your business (QuickBooks financial software records, payroll records, other applications,
etc.).

Related Topics
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99
Security rights for back up/restore
Backup file names and location
Scheduling third-party backup applications
Implement a Comprehensive Data Protection Strategy
Data Overview | Backup and Restore Data | Troubleshoot

The data you accumulate in your business is extremely valuable. Keeping it safe should be a top priority. Point of
Sale provides several methods to help you protect your data:
By requiring employee logins and assigning security rights you can limit access to your data and program
features. Learn more
Changes that affect your inventory value (cost and quantity) are automatically tracked on transactional
documents and adjustment memos, creating an audit "trail." Learn more
Backup copies of your company data can be made each time you run the End of Day procedure,
automatically once each day when the Server Workstation exits the software, or at any scheduled time you
specify. Additional protection can be gained by following a regular manual backup routine.
Your data files are automatically checked for integrity and repaired if necessary as backups are made. This
procedure is automatic and no user action is necessary.
If you use the QuickBooks POS Merchant Service to process credit and debit card transactions, you must
take measures beyond the general recommendations listed below to protect your customer's card information.
Refer to the electronic Implementation Guide for assistance in using Point of Sale within an overall system
that meets the Payment Card Industry (PCI) Data Security Standard (DSS) requirements.
General System and Network Protection
While the steps above are intended to protect your Point of Sale data, you should also be concerned about general
system protection. Here are several more suggestions for protecting your data and the systems on your company
network.
Require password logins Assign a unique username and password to each person in your company
using Point of Sale. Each employee should have a unique user name and password for Windows and for
Point of Sale. Point of Sale, like any Windows application, relies on security features within Windows. These
features are most effective when each user on the system can be accounted for. With password protection
set, access to your company file can only be granted with the assigned passwords. If you share your data file
with an accountant or other business advisor, assign user names and passwords to them as well.
Restrict Security Rights Configure Point of Sale security rights appropriate for your business and the
needs of your employees to access specific features and data. Point of Sale comes with four default security
groups (sets of rights) and you can create custom groups as needed.
Install and use anti-virus software and keep it up to date!
Install a network-based or PC-based firewall If you install a firewall on your Internet connection, you
can reduce the likelihood that uninvited persons will use the Internet to access systems on your network.
Firewall products will help you to ensure that your computers only conduct the traffic you allow. Most major
brands of anti-virus software also offer firewalls. Firewalls may have to be configured to allow Point of Sale to
communicate between workstations on a network.
Use Windows security and Windows Update To obtain and install the latest security updates for your
computer. Find out more about Windows security and Windows Update services from Microsoft at
http://www.microsoft.com/security/.
Backup your data frequently Keep backups of your data file in a safe location, preferably off-site. Keep
your backups in a fireproof safe, or at a business records management facility.
Install a UPS A UPS (uninterruptible power supply) helps ensure data integrity in the event of a sudden
power loss by providing a few critical minutes of backup power in which you can complete and save in-
progress transactions. Without a UPS, these transactions are usually lost and, as with any software, the data
file can become corrupt if disk-write operations were in progress when the power was lost. We recommend a
UPS on each Point of Sale workstation, but most importantly on the Server Workstation which stores your
data.
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Restart your computer at least a couple times a week. Restarting or "rebooting" is how your
computer cleans up the bits and pieces (i.e., files) of applications and data that inevitably get stranded in its
memory and temporary file locations over time. Left to accumulate, these files eventually can cause conflicts
as applications compete for your computers resources. Restarting occasionally wipes the slate clean and
helps resolve these conflicts. We also recommend completely shutting down your computer at least once per
week or anytime you are having hardware-related issues (leave it off for at least 15 seconds before powering
on again).
Configure Your Firewall
Help and Support | Troubleshoot

A firewall, on either the Client or Server workstation, can block communication between workstations and the Point
of Sale company data or to the Internet. You may see a message from the firewall if this is the case.
Note: Some firewalls dont display a message and others display messages only if the current user has Windows
Administrator rights. Make sure you are logged into Windows with Administrator rights to ensure you are seeing
any messages your firewall might be generating. Read configure Windows user rights for more information.

Get Latest Firewall Updates
Several major firewall applications are updated regularly with the latest Point of Sale file and port information and
will automatically allow access to the ports and files needed. Use your firewall applications instructions to be sure
you have the most recent updates available before installing Point of Sale and each time you install a Point of Sale
update.

Windows Integrated Firewall
If you use the Windows integrated firewall, and it is blocking access, Point of Sale will alert you on startup and offer
to automatically configure the firewall for you. It is strongly recommended that you allow the automatic
configuration.

Manually Configuring Firewalls
Each firewall program presents its interface in a slightly different manner; each provides its own phrase for asking
what you would like to do regarding the action it views as a possible threat. You will see some form of the question,
"What do you want to do about this?" That question will be followed by a list of options, such as allow, grant, deny,
block, permit, or something similar, from which you must choose an action.
You should select the option to allow, grant or permit the action. There should not be a prompt the next time
the same action is performed. However, permitting one action for one file will not automatically enable all actions
from anywhere in the Point of Sale program. Several different Point of Sale files perform actions that might be seen
by your firewall as an attempt to connect to the Internet. Permission must be granted separately for each action.
If firewall messages continue to appear, it may be necessary to manually configure the firewall to allow access for
the required program files.
If you need to manually configure your firewall application, you should review the appropriate sections of the
manual or help file that was supplied with the firewall program.

Note: Windows 64 bit version is shown below.
For 32 bit versions, (x86) is not shown in the path. For example: C:\Program Files\Intuit\QuickBooks Point of
Sale 11.0
The program files to grant access to are:
QBPOSShell.exe
C:\Program Files (x86)\Intuit\QuickBooks Point of Sale 11.0
QBPOS.exe
C:\Program Files (x86)\Intuit\QuickBooks Point of Sale 11.0
QBDBMgrN9.exe
C:\Program Files (x86)\Intuit\QuickBooks Point of Sale 11.0\DatabaseServer
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QBDBMgrN10.exe
C:\Program Files (x86)\Intuit\QuickBooks Point of Sale 11.0\DatabaseServer
QBPOSDBService.exe
C:\Program Files (x86)\Intuit\QuickBooks Point of Sale 11.0\DatabaseServer
The services to grant access to are:
Intuit Update Service
Intuit Entitlement Service
QBPOS Database Manager
Note: Folder locations shown assume the default installation location on Windows 7/Vista.
Adjust accordingly if you installed to a different location. If necessary, use Windows Search from My
Computer to locate these files.

Related Topics
POS company data connection issues
Performance and networking issues
Troubleshoot QuickBooks Financial Exchange
Configure port filters
Help and support overview
Contact Technical Support
Company Data Connection Issues
Help & Support Overview | Networking Issues

Point of Sale must be able to access the POS company data that is stored on the Server Workstation. In a
networked installation, the connection issues outlined below most commonly apply when a Client workstation is
unable to locate or connect to the data on the Server Workstation. About Server and Client Workstations

Note: Virtual Private Networks (VPN) and wireless networks tend to be low bandwidth (slow) and therefore are not recommended
for use with Point of Sale. These network configurations may be unreliable.

Data Connection Requirements
There are certain prerequisites to being able to access the Point of Sale data, whether it is being accessed from the
Server or Client Workstation.
1. The Server Workstation must be turned on (but Point of Sale need not be running).
2. Firewall software must be configured to allow Point of Sale components to access needed ports.

POS Data Connection Error Messages
If a workstation cannot locate or connect to the POS company data, you may see an error message similar to that
shown below.
Application could not find, could not connect to, or could not open company data.
Review the list of possible causes and solutions below to correct the problem. When encountering connection
difficulties on a Server Workstation, the first step is for the user to sign onto the computer as a user with Windows
Administrator rights.
When encountering connection difficulties on a Client Workstation, the first step is for the user to sign-on to the
Client Workstation as an administrator AND that an administrator also sign-on to the Server Workstation.

Possible Cause: Solution:
Company data was renamed, A list of the data files and Server
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moved, or deleted. Workstations found on the network is
listed. Select the correct data/server
and then select OK. On subsequent
startups, the client workstation will
reconnect to this same data.
The data file does not have a
unique name.
Ensure that the POS data file has a
unique name.
The Server Workstation is not
running. In order for a client
workstation to access the data
stored on the Server
Workstation, the Server
Workstation must be running.
Once you are sure the Server
Workstation and network are
working, enter the Server
Workstation computer name (can be
found at Windows Control Panel >
System > Computer Name on the
Server) and POS company data file
name (can be found in the Point of
Sale title bar on the server) and then
select OK.
Return to top

The Server Workstation has a
different data file open than the
one to which a client workstation
is trying to connect.
Open the correct company data on
the Server Workstation or select to
connect the currently open data.
The network connection or
configuration is not working.
Check your network connections and
cables on both Client and Server
Workstations. Can you access other
information on the Server
Workstation from the client? Check
the Performance and Networking
FAQs or consult with a qualified
computer network specialist for help.
Firewall settings, on either the
client or server workstation, are
blocking the connection. In most
cases, you will see a message
from the firewall if this is the
case. (Note: Some firewalls dont
display a message at all in this
case and others display
messages only if the user has
Windows Administrator rights.)
Check your firewall settings. Be sure
you are signed on to Windows as a
user with Administrator rights and
then try to connect again. If you
receive a firewall message saying
that Point of Sale (or the applications:
QBUpdate, QBDBMgrN, Adaptive
Server Anywhere Network Server)
are trying to access the Internet,
answer Yes, always to allow the
connection. This should prevent this
problem in the future. Note: Firewalls
may vary in their message and the
solution to this problem. Click the link
above or refer to your firewall
documentation for additional
assistance.
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Selected data is not a Point of
Sale database.
Select a valid Point of Sale data file.
There are more workstations
running than are allowed by
license.
Shut down excess workstations or
purchase additional Point of Sale
licenses.
The workstation is not running
the same level or version of
Point of Sale as another
Update or upgrade all workstations to
the same level and/or version of
Point of Sale.
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103
workstation that is currently
accessing the database.
Insufficient user rights to create
a database or to change the
currently accessed database.
Ensure that you are logging in to
Point of Sale with sufficient rights to
create or change the currently
accessed database. Also, be sure
that your Windows user rights are not
blocking access.
Client Workstation is still logged
into a database, preventing
Restore, Open Database or
Rename Database.
Close the Client Workstation
database connection or exit Point of
Sale on the client.
Return to top

Related Topics
Advanced settings that might affect connection
Configure port filters
Performance and networking issues
Office Integration

Point of Sale supports data import/export with Microsoft Excel, letter writing with Microsoft Word, e-mailing of
documents via your default Windows e-mail client, and creation of targeted customer lists for use in e-mail
marketing campaigns.

Click a link below for more information on a specific feature.
You can:
Import or export your Point of Sale list data with Excel
Export reports to Excel
Write letters to customers or vendors with Word using Point of Sale templates and your company file
information
E-mail Point of Sale documents to vendors or customers
Create targeted customer lists for use in e-mail marketing campaigns and export them to Excel or send
them directly to an integrated marketing partner
The use of Excel and Word features requires that you have a supported version of Excel and/or Word installed on
the workstation performing the task. Refer to the system requirements in the Point of Sale User Guide (launches
PDF version).
Clean Up Company Data

The Clean Up Company Data procedure optimizes your Point of Sale data file, resulting in faster searches,
lookups, and reporting. This procedure also allows you to remove old transactions and other information from your
data file.
Optionally, you can also choose to compress the data file so that it takes less hard disk space. How is compressing
different than optimizing the data file?

Note: In a multi-workstation configuration, this feature is available only from the Server Workstation.
Warning! Compressing the data file will significantly add to the amount of time this process takes and may not provide
additional improvement to performance. Compressing a large data file may take several hours and is recommended only if you
are running out of physical disk space. Complete this process during off-hours as it cannot be canceled once started.
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A backup of your current data, before cleanup, will automatically be created during this procedure.
Before beginning:
Read What do I need to know about cleaning up my company data?
If desired, delete unneeded records from your item, customer, vendor, and employee lists. These records
are not removed by the Clean Up Company Data procedure; however the lists are optimized if records have
been manually deleted.
Close Point of Sale on all workstations except the Server Workstation.
To clean up your data:
1. From the File menu at the Server Workstation, select Utilities > Clean Up Company Data.
The Clean Up Company Data wizard is launched.
2. Select Next to move through the wizard pages, selecting cleanup options:
Specify if the data file is to be compressed.
Select the records and/or documents you want to remove.
If removing history documents, specify a cleanup date. All selected history documents created
prior to the specified date are removed.
3. Select Cleanup.
A progress dialog is displayed as the cleanup procedure is carried out.

Notes:
Transactions and records removed are no longer available on Point of Sale reports, customer history, or
vendor history. However, all transactions are retained on the item history screen (but you can't QuickZoom to
view them).
Even if no records or documents are selected for removal, this procedure will optimize your data file for
better performance.
Related Topics
Restore from a data cleanup backup
Work with Mobile
Going Mobile
How do I? |
Receive against a PO
Receive without a PO
Update cost of received item
Update price of received item
Enter vendor billing information
Enter discounts, freight, and fees
Record item serial numbers
Find a saved voucher
Edit a voucher
Reverse (correct) a voucher
View a vendor's receiving history
Return merchandise to vendors
Print tags from a voucher
Transfer items to other stores

Basic
The Quickbooks Point of Sale Mobile Sync feature gives you the power to make sales and track your inventory
using your mobile phone or tablet . Mobile Sync allows you to share your items with your mobile devices and make
sales wherever and whenever you need.

Why Sync to your Phone or Tablet?
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105

The QuickBooks Point of Sale Mobile Sync feature gives you the freedom to ring up credit card sales anywhere
inside - or outside - of your store.
With an Intuit Payments Account and our free GoPayment app, you can make payments
anywhere, anytime.
Start accepting payments instantly. Simply activate your payments account and you are
ready to go. No application required.
All sales and inventory information instantly syncs with your Point of Sale software so
your records are always accurate and up-to-date.
The Sync feature automatically records new payments as QuickBooks Sales Receipts.
Never miss a sale whether you are on the road, at a conference, or working a convention.
Long lines at the store? Provide the best in customer service by completing sales on the
spot.
If you are a QuickBooks user, all your information automatically syncs with your
QuickBooks financial program. No more entry errors from re-keying data. Plus, you'll
have everything ready for tax time.

Note: Intuit values your privacy and the security of your information. When using the
Mobile Sync feature, your data is safely stored and securely transmitted through our
servers directly to and from your mobile device. Intuit adheres to rigorous banking
industry protection standards for secure data transmission.

Get Your Intuit Payment Account first

Before using the Mobile Sync feature, you'll want to first obtain an Intuit Payments Account.
With an Intuit Payments Account, you can accept all major credit and debit cards as well as add Gift Card Services
to your business.
To start accepting credit cards in QuickBooks Point of Sale 2013:
1. Launch QuickBooks Point of Sale 2013.
2. From the File menu, select Setup Interview and choose the Payments tab.
3. Click Yes to accept credit and debit cards.
4. Click Sign In.
5. Be sure to sign in using the User ID (email) and password that you had previously created.
If there is more than one, you will be prompted to select the right account.

Learn more



Mobile Sync Steps

Once you have your Intuit Payment Account, you're ready to go. Follow these steps to activate the Sync
feature:
1. From the Navigator screen, click Mobile Sync.
2. Click Sign-in.
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3. Type in your email and password for your Intuit Payments Account.
4. Click Sign-in.
5. If you have multiple accounts, click Select on the account you wish to use.
6. Click Close. The Payments screen will now show that you are connected and display your
account details.
7. Click Edit settings to customize your payment preferences and select the items that apply to
your business.
8. Back on the Navigator screen, click the Cloud icon near the top right of your screen.
9. Click View Sync Preferences.
10. Select Sync Data and then Save.
Auto Sync is on.
To sync specific inventory items to your mobile device:
1. From the Misc and Shipping section of the Inventory Item Detail screen, click the Sync to
Mobile.
OR
Click the Mobile box next to the Item #on the Item List.
2. Click Save.
To complete the sync:
1. From your mobile device, click the GoPayment app.
2. Launch the GoPayment app and sign in to your Intuit Payments Account.
3. Select Settings.
4. Turn on Items. GoPayment will begin syncing with QuickBooks Point of Sale 2013.

To sync more items or receipts:
1. From the Navigator screen, click the cloud icon.
2. Click Sync Now.

To view syncing activity:
1. From the Navigator screen, click the cloud icon.
2. Click View Activity Log.

To view or change Sync Preferences:
1. From the Navigator screen, click the cloud icon.
2. Click View Sync Preferences.
3. If you make any changes, click Save.

To turn off Syncing:
1. From the Navigator screen, click the cloud icon.
2. Click View Sync Preferences
3. Click Do not Sync Data.
4. Click Save.

To change sync frequency:
1. From the Navigator screen, click the cloud icon.
2. Click View Sync Preferences
3. Move the slider to increase or decrease sync frequency.
4. Click Save.
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107
Learn more
GoPayment Basics
Intuit GoPayment lets your customers make credit and debit card payments to you - on the spot - using their mobile
phones. You can process any major card, credit or debit. There's no need to write down payment information or call
into your back office. Intuit GoPayment works in conjunction with QuickBooks Point of Sale 2013.
Learn more
Manage your GoPayment Account
If you're the account administrator, you can manage GoPayment Service using the Merchant Service Center web
site. This site lets you customize your sales receipt, add GoPayment users, reset passwords and learn about
GoPayment features. You can also review transactions, deposits and fees.
Sign in with your GoPayment User ID and Password here.

GoPayment Security
To protect data in transit, GoPayment adheres to online banking industry protection standards, using an https
connection over SSL (Secure Socket Layer) at 128-bit encryption.
Sensitive credit card information is never permanently stored on your mobile device. When you swipe cards with
GoPayment, an additional layer of encryption (3DES combined with DUKPT) protects communication between your
device and the card reader.
Note: Never use an unsecured wireless network connection to process transactions.
Unsecured wireless networks are neither secure nor PCI-compliant. To meet PCI-compliance standards, a wireless
network must be password-protected and feature strong encryption for authentication and transmission.
GoPayment Support
Manage your account (add users, change passwords, customize receipts and more).
Sign in with your GoPayment User ID and Password here.
Note: This site is not optimized for mobile browsers. You must be the account administrator to sign in.
Contact GoPayment support:
1-800-558-9558

Authorize payments by phone:
- MasterCard/Visa 1- 800-228-1122
- American Express 1- 800-528-2121
- Discover 1- 800-347-1111


Basic
GoPayment Password
Basic
Forgot your GoPayment Password?

Ask your administrator to reset your password. When you are provided a temporary password, use it to sign in and
create a new password.
If you are the GoPayment administrator, you can reset passwords directly from your iPad:
1. Sign in with your Administrator credentials here.
2. From the menu, choose Account > Manage GoPayment.
3. Locate and tap the User ID.
4. Tap Reset Password and click OK.
5. Use your new password to sign into GoPayment on your mobile device.

Note: Passwords must contain between 6 and 25 letters, numbers or special characters, but no sequential strings
like 123456. The password cannot be your User ID.
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Using GoPayment
Basic
Swiping Cards

One of the following card readers should be used with GoPayment on an iPhone:

Mophie card reader
The Mophie card reader is available at Apple Retail Stores and at www.apple.com.
To use this reader, follow these instructions:
1. Insert your iPhone in the Mophie credit card reader and launch GoPayment.
2. When prompted, run the card through the bottom of the card reader.
Note: The Mophie reader is currently compatible with iPhone 3G , 3GS and 4. (Currently not compatible with the
iPod Touch or the first-generation EDGE network iPhone).


Audio jack card reader
Intuit offers a card reader that plugs into the audio jack.
To use this reader, follow these instructions:
1. Plug the device into your audio output jack. This card reader works best when you turn the volume to full.
2. In Settings, turn Audio J ack Card Reader ON.
When the Audio J ack Card Reader setting is on, do not plug in another audio device (such as
headphones) or a beep will sound.
3. Choose the card reader model you have. (You can match the image. Your reader will be either grey or
white.)
4. When you initiate a charge, GoPayment prompts you to swipe a card at the payment screen.

Note: Remove the card reader before you make or accept a call.
Basic
GoPayment Features

Location of transactions - Turn on location, and email receipts, You can also show customers a map indicating
exactly where the transaction took place.

Memo to self - Lets you enter additional information related to the transaction (e.g., an invoice number or other
notes). Only you see the memo, the customer doesn't.

Tips - Your customer can add a tip to the total amount. Turn on Tips to show the Add Tip button on the Signature
page.

Items - Create and store a list of products and/or services. When Items is on, you start transactions by selecting
item(s) from the list to generate the charge amount.

Edit Items - Tap this button to edit, add or delete items.

Sales Tax - If you use items, tap this button to enter the sales tax percentage that applies to some or all items. For
charges that don't feature items, you must calculate the tax yourself and include it in the total amount charged. To
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109
have GoPayment automatically calculate sales tax based on your location, click in the Location-based tax rate
checkbox.

Change Account - If you have more than one GoPayment merchant account associated with your User ID, you
can choose which account you want to use to process payments.
In Settings, the current account appears within the Change Account button. (You won't see this button if you only
have one merchant account.) To switch to a different account, tap Change Account and tap the desired account.
When you view transactions in History, you will see transactions for all your accounts, not just the currently
selected account.


Learn more
GoPayment: Frequently Asked Questions
Basic
What if I experience a low signal while processing a payment?

If there's no response due to a low signal, keep GoPayment open and try moving to a better spot. If you lose your
connection during a payment, try to continue where you left off. If you close GoPayment before getting a
connection, you will need to re-enter all payment information.

Why can't I void a payment?

If the transaction has been submitted to the bank (batched), it cannot be voided.
At that point, you or your account administrator can process a refund online using the Merchant Service Center
site.

How do I use GoPayment to store a list products or services?

Use the Items feature to store a priced list of products or services.
With Items on, you can start transactions by selecting item(s) that comprise the purchase.
GoPayment uses item prices to tally the charge amount. Customers can see what they bought and you can track
inventory and services.

To turn on Items:
In Settings, turn Items on.
Tap Get Paid. The Items list displays.
To add an item:
From the top right of the screen tap +.
Then complete the Item form.

To edit an item:
Tap the > next to the item you want to edit. Or, from Settings, tap Edit Items.

To charge for an item:
Tap the > next to the item you want to add to the order.

How do I locate past charges?
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To view past charges:
Tap History.
You will see the last 25 transactions. (Payments appear in black. Voids display in red).

To open a transaction:
Tap the transaction line.
You can view transaction details, send a receipt, or void the charge.
.

How do I set the sales tax?

To set the sales tax:
At the bottom of the GoPayment screen, tap Settings.
In the Sales Tax field, enter the desired tax rate.
Or, to have GoPayment automatically calculate sales tax based on your location,click the Location-based tax rate
checkbox. When sales tax should be applied to an item, open the item and tap its Sales Tax On button. (The
sales tax you enter applies only to items). For charges that do not feature items, you'll need to calculate the tax
yourself and include it in the total amount charged.

Is a customer signature required?

Getting a signature is optional. However, Intuit GoPayment lets customers sign for charges on your iPhone screen
using their finger.
The charge has already been processed. But in the case of a later chargeback, a signature can help verify that the
customer was present and approved the charge.

When does a merchant get paid?

Your GoPayment transactions are totaled each day at 3:00pm PST, and that amount normally appears in your
account within 2-3 business days.
However, the waiting period, known as time to funding, varies depending on a number of variables:
Time of day the transaction was processed;
The bank account in which funds were deposited;
The length of time it takes your bank to verify and process electronic deposits.
To update your deposit account information, sign in with your GoPayment User ID and Password here.
From the web page, choose Account >Account Profile.
Note: This site is not optimized for mobile browsers, so you may wish to use your computer's browser.


How do customers leave a tip?

To activate the Tips feature:
At the bottom of the GoPayment screen, tap Settings.
Turn on Tips.
For a customer to leave a tip:
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111
Once Tips is turned on, go to the Signature screen.
Tap Add Tip.
Tap a percentage amount (automatically calculates) or type a dollar amount directly in the Tip field.
Tap Apply Tip.
To make a change prior to leaving the Signature screen, tap Change Tip.

How do I match a GoPayment charge in QuickBooks?

You can apply a payment to an existing invoice in QuickBooks, create an invoice for the charge, or just credit a
customer.

To match a charge in QuickBooks:
In QuickBooks, choose Customers >Credit Card Processing Acti vities >Get Online Payments.
Select Mobile Transactions.
What are the requirements for my wireless network?

If wireless is used or implemented in the payment environment or application, the wireless environment must be
configured per PCI DSS version 1.2 requirements 1.2.3, 2.1.1, and 4.1.1.
Wireless technology must be securely implemented and transmissions of cardholder data over wireless networks
must be secure.
To be PCI-compliant, wireless network administrators must:
Install and configure perimeter firewalls between wireless networks and systems that store credit card
data, per PCI DSS version 1.2, 1.2.3.
Modify default wireless settings, as follows, per PCI DSS 2.1.1:
o Change default encryption keys upon installation and when anyone who knows the keys leaves or
changes positions.
o Change default service set identifier (SSID).
o Change default passwords or passphrases on access points.
o Change default SNMP community strings.
o Enable WiFi protected access (WPA and WPA2) technology for encryption and authentication.
o Update firmware on wireless access points to support strong encryption and authentication (WPA/WPA2).
o Other security related wireless vendor defaults.
o For wireless networks transmitting cardholder data or connected to the cardholder data environment,
implement industry best practices for strong encryption of data transmission and authentication (e.g.,IEEE
802.11i).
o All newly implemented wireless networks are prohibited from using WEP as of March 31st, 2009.
o For current wireless implementations, it is prohibited to use WEP after J une 30, 2010.
Learn more

113
Inventory
Inventory Overview
How do I? | How Documents Affect Inventory | About Item Types
Add an item
Import items
Edit an item
Delete or merge items
User reorder points
Find an item
Add item list columns
Filter the item list
Export my item list
Use service items
View inventory reminders
View an item's history
Track item price and cost
Use Price Manager
Adjust cost or quantity
Take a physical inventory
Print price tags
More...


The Point of Sale inventory is designed to help you easily define, track, view, and edit your items in a convenient,
accurate, and efficient manner. Each row in your item list represents a unique inventory item, service, or fee.
Transactions such as receiving and selling merchandise instantly update your inventory quantities and costs.
Your item list stores all item information, including on-hand quantities, costs, price(s), UPC numbers, tax status,
reorder points, and much more.

Related Topics
Item Definitions
Import items
Inventory reports
Security rights for inventory
View item list summary statistics
Define QuickBooks item accounts

Point of Sale Free
References to entering or tracking inventory quantities or costs and related features, such as margin/markup and
price levels, do not apply to you.

Multi-Store Notes
All item quantities at all stores comprise a single inventory, with Headquarters having central control over that
inventory. Point of Sale tracks the quantities of each item located at each store within that inventory. Transactions
update inventory at the local store. When the next Store Exchange of information is completed, all stores and
Headquarters are updated with the updated inventory information, reflecting activity at all stores. If you also use
QuickBooks financial software, transactions are sent to QuickBooks so that your inventory valuation and related
financial records are updated.
Inventory items and related files (departments, vendors, costs, prices etc.) can only be added or edited at
Headquarters. Remote stores can view this information and use it to process transactions, but cannot edit the item
information.
Exception: Special order items can be created and ordered by remote stores, typically done while creating a
customer order. The special order item is sent to Headquarters on the first transactional document listing it.
Headquarters can make a special order item a permanent addition to inventory by converting it to an inventory
item. Allowing remote stores to create special order items introduces the possibility of creating items with duplicate
UPC or Alternate Lookups. Headquarters is alerted to and can fix duplicate items from the duplicate item reminders
screen.
Remote stores can be made aware of new items added at Headquarters via the new items reminders screen.
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Item Types
Inventory Overview | Add Items

The inventory Item Type field is used to specify what type of item is being added:
Inventory Merchandise that you purchase and resell, and for which you track on-hand
quantities.
Service Services such as miscellaneous fees, charges, or hourly labor for which on-hand
quantities are not tracked. Learn more.
Non-Inventory Same properties as service items, but often used for incidental items such as
store supplies or small items that you do not wish to count. Allow you to have two categories for non-
merchandise items; and the ability to post them to different accounts in your QuickBooks financial
software. On-hand quantities are not tracked. Learn more.
Assembly (Pro) An item built from other pre-existing inventory items and optionally sold at a
discount. The component items, once added to the assembly are no longer available individually. Learn
more.
Group (Pro) Provides a method to quickly sell a group of items that are already in your item list,
optionally at a discounted group price. Unlike an assembly, groups are not pre-built and the included
items remain available individually. Learn more.
Special Order (Pro) Used to sell custom or one-time merchandise that you do not currently
carry in inventory and may never carry. Special order items can only be added to inventory while creating
a document to order, receive, or sell them. Later, the special order item can be converted to a regular
inventory item, if desired. Learn more.
Note: Miscellaneous items are not inventory items, so are not included here.
Add a New Inventory Item
How do I? | Import Items
Add an item
Edit an item
Delete or merge items
User reorder points
Find an item
Customize item list columns
Filter the item list
Export my item list
Use service items
View inventory reminders
View an item's history
Track item price and cost
Use Price Manager
Adjust cost or quantity
Take a physical inventory
Print price tags
More...


Use this procedure to add a new item to your inventory. You can also read specific procedures for adding non-
inventory, assembly, group, style or service items.

Notes:
Your ability to perform this task may be limited by security rights.
You can add a new item while making a sale or creating another document. Learn more.
To add a new inventory item:
* Indicates a required field.
1. Open your item list, and then click Add from the window toolbar.
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A new item form is opened. View Sample


2. Enter the * Item Name/Item Name. This is the short item description that is printed on sales
receipts. The field label can be customized.
3. Navigate through the sections and fields of the item form, entering information as appropriate .
Following are descriptions of the most commonly used fields in each section. More detailed explanation
are located in the item fields topic.
Basic Info
*Item Type: Leave set to Inventory. If you wish to add a different item type, click a link for
specific instructions: non-inventory, assembly, group, style or service items.
*Department: Select the department to which the item belongs from the drop-down list.
Item/Description 2: Secondary, long description field used to record additional information.
This field label can be customized to meet your needs.
Size: Enter the size for the item (if applicable). If using abbreviations, try to be consistent,
e.g., Sm, Md. and Lg for example. Consistent entries will make filtering and finding items in inventory
and on reports easier. This field can also be used to describe a second item attribute other than size if
desired. This field label can be customized.
(Pro) To add a line of related items differing only by size/attribute, click the Style
button to enter the size and attribute combinations. Learn more.
Attribute: Use to describe an item characteristic, such as the color, pattern, material, or a
second size. This field label can be customized.
Reg Price: Enter your regular sale price or leave blank and let Point of Sale use a department
pricing formula to calculate it for you.
Click the Pricing button for additional price fields.
Avg Unit Cost: Enter a value if this is an existing item in your store on program startup or if
you know the cost for a newly ordered item. If you leave this field blank, Point of Sale will auto-fill it
with the cost when the item is received on a receiving voucher and maintain it by averaging the item
cost over time. Learn more
On-Hand Qty: Enter a value if this is an existing inventory item in your store on program
startup. If you are defining a new item that you will be ordering, leave this field blank for now and Point
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of Sale will auto-fill it when you receive the item on a receiving voucher. Learn more
(Pro HQ) Click the Available button to enter existing on-hand quantities at other
stores.
Tax: Review the tax field and select a tax code if necessary. If you defined a default tax code
in the associated department record it will be suggested for the item.
UPC: Scan or type the UPC code. Learn more about these item identifiers.
Quick Pick Group: If you've defined Quick Pick Groups in your inventory preferences, you
can assign an item to one of those groups to use with the Quick Pick Item feature on sales receipts
and receiving vouchers.

More Info
Vendor. Select the primary vendor from which you order this item. (Pro) Click the Alt Vend
button to add alternate vendors and their order costs.
Order Cost. Enter an order cost, if known, for your primary vendor. This is what you currently
pay your vendor for one unit of the item. Learn more.
Reorder Point. Enter a quantity if you want Point of Sale to remind you when it is time to
order more of the item.
(Pro HQ) Click the View All button to enter/view reorder points for each store
individually.
*Item Number. Suggested by the system, but can be edited.
Alternate Lookup. Enter an alternate lookup value that can be used to quickly add the item
to documents. Learn more about these item identifiers.
Base Unit. When using multiple units of measure, the smallest quantity by which an item is
sold or purchased. Learn more.
(Pro) Click the Units button to add additional units of measure.
Manufacturer. Enter the item manufacturer. This name can be used to search for an item or
to filter reports.

Comments
Use this free-form text Comments field to enter any pertinent item information not covered by
another item field.

Misc and Shipping
Print Tags Select to include this item when printing tags. For items that you do not tag,
clear the checkbox. This will help prevent inadvertently printing the tags when the item is included on a
document or in a list for which you are printing tags.
Add to Mobile Select to include this item to display on your mobile device.
Unorderable select to have the items reorder point temporarily ignored and alerted if the
item is added to a purchase order or receiving voucher. This option can be used to remove seasonal
or discontinued merchandise from your reorder reminders and reports.
Use Serial # (Pro) Select to be prompted to enter serial numbers when this item is listed on
a document. Learn more
Earn Commission (Pro) Select to include sales of this item when calculating commissions
for your associates. Learn more
Shipping Weight, Height, Length, Width (Pro) Enter shipping specifications to use when
shipping the item.

QuickBooks Options
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117
Define QuickBooks Item Account Information
Available only if integrated with QuickBooks financial software. You can customize the way item transactions
are sent to QuickBooks by specifying QuickBooks accounts here.
By default, the item accounts are auto-filled using the default item accounts specified in company preferences,
but you can change them on an item basis on this window. Learn more.


5. To add the item to your Mobile device, click the Sync to Mobile box in the Misc and Shipping
section.
OR
Click the Mobile box next to the Item #on the Item List.
6. Click Save.



Related Topics
Copy one item to add another
Add pictures to an item
Define multiple units of measure
Search for an Item
Sort the Item List | Filter the Item List

From the Point of Sale Home Page, use Quick Find.
Searching in your item list:

1. Open your Item List.
2. Begin typing keywords in the Search Inventory field.

A unique word from the item description is recommended.
You can also search by any other item field (department, vendor, size, color, etc.). The more
unique the keyword, the fewer search results will be returned.
You can also scan the item's barcode tag.
As you type, the list is instantly filtered to display only matching items. Note how the filter button
now indicates the list is showing Search Results and the number of records found is shown at the bottom
of the list. In this case, typing "Orange" returned three sports drink items.

3. If no results are found, use the backspace key on your keyboard to go back and re-enter new
characters.
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4. Select the item you wish to work with and then click Show Details or choose an appropriate task
from the I Want To menu.

Related Topics
Add a New Item
List items on documents

Edit an Inventory Item
How do I? | Overview | Delete an Item | Add an Item
Add an item
Import items
Delete or merge items
User reorder points
Find an item
Add item list columns
Filter the item list
Export my item list
Use service items
View inventory reminders
View an item's history
Track item price and cost
Use Price Manager
Adjust cost or quantity
Take a physical inventory
Print price tags
More...

Pro
This is the general procedure for editing most inventory items.
(Pro) See the related topic links below for special instructions when editing assembly, group, or style items.
To edit an inventory item:
1. Highlight an item in your item list.
2. Click Edit from the window tool bar.
The item is opened in a editable form.
3. Make necessary edits.
Refer to the item information fields table for assistance with specific fields.
If you edit the item average unit cost or on-hand quantity, Point of Sale creates adjustment
memos to update your inventory value. If integrated with QuickBooks financial software, these memos are
sent with the next Financial Exchange. Learn more about inventory adjustments.
4. Select Save.

Pro Note:
If using multiple units of measure, average unit cost and on-hand quantity are editable only for your base
unit.
Related Topics
Making edits directly in your item list
View an item's history
Edit an assembly item or a group item
Edit a style
Delete an Item
Find an Item | Merge Items | Edit Items | Delete Style Items

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119
Inventory items can be deleted when you no longer need them, with some restrictions. Deleting an item does not
affect the ability to see the item on saved documents or on reports based on history documents.
To delete items:
1. Select the item or items to be deleted from your item list. How do I select multiple records?
2. From the I Want To menu, select Delete.
The Delete Items window is displayed, showing the status of the selected items and whether deletion is
possible. Tell me more.
3. Select Delete to delete the eligible item(s) or Cancel to return to your item records.
4. If prompted, confirm the deletion.
If you choose to delete an item that has an on-hand quantity, Point of Sale creates an adjustment memo to adjust
your inventory value. If you delete items that are listed on an open order, you should edit the order document to
remove the items.

Note: Deleted item added back to inventory if document listing it is reversed

If you are deleting an item because you have inadvertently created a duplicate of the same item, consider merging
the items instead, as this will combine the two item histories into one record and remove the other.

Related Topics
Clean up your company data
Merge Item Records
Find an Item | Delete an Item | Edit an Item

Occasionally you may find that you inadvertently entered the same item into inventory twice or that you have two
items you prefer to track as a single item. Merging them allows you to combine the two items into a single item
record with the combined history of both. You specify which of the item records is kept and which is removed.
The following rules apply to merging items. See the notes below for additional information.
Only two items can be merged at a time
Both items must be of the same item type
(Pro) Merging of assembly or group items requires that both items include the same component items
(Pro) Merging items can be done at Headquarters only
To merge two items:
1. From your item list, select one or both of the items you wish to merge. How do I select multiple
records?
2. From the I Want To menu, select Merge.
The Merge Items window is opened. The item to be kept is shown on the left and the item to be removed is on
the right. Review the items to ensure they are correct:
Select Swap between the items to reverse positions of the items
Use the drop-down list and normal item Find procedures to add the second item or change items
if necessary
3. Select Merge Items.
If the item being removed was included on prior transactions or is a component item of another assembly or
group item, a list of the documents and item records that will be affected by the merge is displayed. How are
they affected?
4. Select Merge Items.
A confirmation dialog is displayed when the merge process is complete.

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Notes:
Quantities of the merged items are combined. All other values are preserved from the item record you
select to keep. If necessary, you can edit the retained item after merging to revise these values.
Point of Sale automatically creates adjustment memos to combine item quantities and to update your
inventory value (if the removed item had an average unit cost different than the retained item). These
adjustment memos will have a Reason field entry of Merge Item.
All instances of the removed item on history documents, order documents, and active (but not saved)
physical inventory counts are replaced with the retained item. However, the item cost is not recalculated on
affected history documents.
If you have an on-hand quantity of the removed item with printed price tags, you may have to reprint those
tags from the retained item record so they include the correct item identifier, bar code, price, etc.
( Pro) Inventory changes resulting from an item merge are sent to remote stores with the next Store
Exchange file. However, remote store history documents that are updated at Headquarters when merging
items are not sent back to remote stores. The remote store history will continue to reflect the item
circumstances in place at the time the original document was made at that store. The merge item procedure
can also be initiated from the Duplicate Item Reminders window.
Inventory Reminders
Inventory Overview
Pro
Inventory reminders help you track and manage your inventory by alerting you to situations that may need your
attention.
When an items combined on-hand quantity and on-order quantity has fallen below their reorder point, it is added to
the Reorder Item reminders screen. You can print this list to help in creating purchase orders to replenish your
inventory.
Besides reorder reminders, you also are reminded when item prices change, when new items have been added to
inventory, or when items have arrived to fill open customer orders.
To view inventory reminders:
1. From the home page, select Reminders from the Inventory menu.
2. Select one of the available tabs.
Reorder items reminders
Price change reminders
New item reminders
Duplicate item reminders
Fill Customer Order Reminders

Notes:
With the reminders window displayed, you can print the list or double-click a displayed record to view it.
Reminders are a handy way for remote stores to learn of price changes and new items.
Related Topics
Reminders Message Alert
Security rights for reminders
Service and Non-Inventory Items
Item Types | Inventory Overview

Either service and non-inventory items can be used to sell or charge for non-merchandise services and fees, such
as for tailoring, repairs, gift-wrapping, recycling fees, and delivery charges. The on-hand quantity of both these item
types is always zero (0).
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121
Non-inventory items are also sometimes used for incidental merchandise items for which you do not wish to track
quantities. Example
Having two item types for these uses allows you to categorize and post the sales to different income accounts in
your QuickBooks financial software and on Point of Sale reports.

To define a service or non-inventory item:
1. Start adding a new item as usual.
2. In the item Type field, select Service or Non-Inventory.
3. Enter information in the other item fields as needed.
Use the Item Name field to record a description of the service or fee, such as Gift Wrap, Repair
Labor, Delivery Charge, Recycling Fee, or Alteration.
Typically, the average unit cost of these items is $0. Exceptions are when you sub-let a service to
an outside company or are purchasing an incidental item, in which case you should enter the unit cost.
Assign a tax code, if applicable.
Use the Unit of Measure field, if applicable, to specify the sales unit, e.g. hour, each, piece, etc.
4. Select Save.

Charge for services by the hour
List service or non-inventory items on documents
Learn more about using service items
Collect Government-mandated fees
Use a service item for shipping charges
Add Pictures to Your Items
Add New Items | Import/Export Pictures
Pro
Why add pictures to my items?
Nothing can replace the simplicity of identifying items by seeing them. There are many in-store advantages to
adding pictures or photos to your item records. An item can be mislabeled in error, or the tag swapped
intentionally by an unscrupulous customer.
By associating an image of the item in the items record, you can easily identify if the item has the correct tag. It
can also be easier to find an item on the shelf or on a rack if you can first see a picture of the item.

Are there any disadvantages to adding item pictures?
If you have a large inventory, adding pictures to all your items can significantly increase the size of your data
file and the time it takes to back up your data.
These issues can be minimized by not routinely including the item pictures in your data backups.

Picture file formats and attributes
You can assign or import pictures in J PG, GIF, BMP and TIF formats. However, Point of Sale converts and
stores all pictures in the J PG format.
The maximum picture size is 1000 pixels by 1000 pixels. If you attempt to add a picture larger than this, Point of
Sale will resize it to this dimension. Since these pictures are intended for viewing on your computer monitor, the
recommended resolution is 72 dpi. Higher resolutions will increase file sizes, which in turn increases disk space
and loading time.
Picture file information is preserved when the picture is brought into Point of Sale. Additionally, information for
the picture name, size, and last edit date is also saved.

Making the picture fields available in inventory and on documents
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To add the picture fields to Point of Sale:
1. From the File menu, select Preferences > Company.
2. Select Inventory from the preferences list on the left.
3. Select the checkbox labeled I want to associate pictures with my inventory items.
4. Click Save.
A thumbnail of the default picture added to the item record will be displayed on sales receipts, customer orders,
purchase orders, and receiving vouchers. Click the thumbnail to view the full-size picture.

You can turn on/off the display of pictures on order documents, if you prefer. With a document displayed, from
the I Want To menu, click Show Item Picture.


You can associate up to two pictures with each item or item style in inventory. The pictures can then automatically
be viewed at all workstations on your network when you display the item record and when adding the item to most
Point of Sale documents.
The default picture is used to generate the thumbnail picture displayed throughout Point of Sale. An alternate
picture can also be assigned so you can switch between them.
To quickly add one picture to an item:
1. Make the picture fields available as described above.
2. Find the item in your item list and click Show Details.
3. Click the Click here to assign a picture field adjacent
to the Item Name.
4. In the Open file window, browse to the picture file and double-click it.
To add a second picture, remove a picture, or swap between
pictures:
1. Find the item in your item list and click Show Details.
2. Click the current picture adjacent to the Item Name.
3. Click Edit. The Pictures window is opened in edit mode as shown below.
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4. Use the action buttons to edit the picture(s):
Clear to delete a picture.
Browse to picture to add a picture or to replace an existing picture.
Swap to change positions of the primary (left) and alternate pictures (right).
5. When done, click Close Picture Window in the upper-left.
6. Click Save to save your edits.
To add pictures to a style:
All items in the style will display the pictures assigned in this manner. After assigning a style picture, you can
change the pictures for individual items within the style using the procedure above.
1. Display a style item record.
2. Click the Style button on the item form. The Style window is opened.
3. Add a picture at the top of the Style window in the same manner as above .
4. Save the style record.

The Inventory Picture Album
The Inventory Picture Album displays your default item pictures and provides an alternate method for viewing and
working with your item list. Most actions available in the item list are also available from the picture album.
From the inventory I Want To menu, select View Inventory Picture Album.
Double-click a picture to open the item record for viewing or editing.
Right-click a picture or open the I Want To menu to select other available tasks.
Notes:
You can also add item pictures by dragging-and-dropping the picture file unto one of the picture slots.
Reduce the size of the Point of Sale window before opening the item record so you can position Windows
Explorer alongside to facilitate dragging the needed file.
If you need to add pictures for a lot of items at once, consider importing them with the Data Import Wizard.
Use the link at the top of this page top learn more about importing pictures.
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Your item list can be customized to include the Picture Assigned column which indicates whether a
picture has been assigned to an item. Item reports can also be modified to show whether an item has a
picture assigned, and to display the picture name.
(Multi-store) Only Headquarters can add or edit item pictures. Headquarters can then send the pictures to
remote stores, making them available to view there.
Return to top
Units of Measure
Inventory Overview
Basic
There are two levels of item unit of measure in Point of Sale.
Single Unit of Measure (Basic)
A unit of measure can be added to item records and can then be used to filter and sort your item list and reports.
For example, a candy store might define units of measure of "ounces" and "lbs" and then assign one of those units
to each of their candy items.
Define the allowed units on the Inventory page of company preferences.

Multiple Units of Measure (Pro)
Using multiple units of measure allows you to purchase and sell items by different units. For example, when you
purchase an item by the case but sell it by the bottle, or buy in bulk but sell by the pound.
Select the I Want to set up multiple units of measure checkbox on the Inventory page in company preferences
to enable this feature. Then, on the item record, you can define a base unit of measure and up to three alternate
units that you buy or sell by (such as case, six pack, can, 100 lb bag, one pound, etc.). Each unit of measure can
have a different UPC code, alternate lookup value, and sales price, allowing you to list any of the units of measure
on documents. You can also specify your default purchase and sell-by units.
If the multiple unit of measure feature is turned off, you still retain the single unit of measure capability.
Learn more about using multiple units of measure
Item History and Statistics
Inventory Overview | Item Ratings & Trends | Inventory Reports

Item history provides a listing of every transactional document that has affected an item and a running tally of
changes in on-hand quantity. You can click any listed document to view it.
Item Statistics include an item summary, including cost and profit information and total quantities in/out.
Item History
(Pro) Item history can be viewed only at Headquarters. Headquarters can filter to view the history for any one store
or for the entire company.
To view an item's history, with the item record in Edit mode (displayed in a form), expand the History section.

The most recent documents are at the top of the list.
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125
To view a listed document, double-click it. You are taken to the appropriate history list with the document
pre-selected. Normal copy, reverse, and edit capabilities are available for the document. When done, click Go
Back at the bottom of the document to return to inventory.
The Change column lists the documents effect on item on-hand quantities. For example, a sale results in
the on-hand quantity being reduced, therefore the Qty Change is a negative number. Likewise, receiving a
quantity into inventory is shown as a positive number.
The On-Handy column displays a running total of the on-hand quantity, after being adjusted by the
document.
If the item is listed multiple times on a document (example: a customer exchange for the same item), the
document is listed twice, once for the return (a positive quantity) and once for the new sale (negative quantity)
Item Statistics
Expand the Statistics section on the item record to view a graphical rating of the item's relative performance in
your inventory as well as total sales, cost, profit, and quantities in/out. This information reflects the time period
specified for item ratings in preferences.
Learn more about item ratings



Related Topics
Reverse a history document
Item Ratings & Trends
View Item History | Inventory Overview

Item ratings and trends provide graphical rankings of sales performance based on profit, net sales quantity, or net
sales dollars, over a specified time period.
This feature helps you quickly identify hot-selling items that you might want to feature and slow-movers that require
corrective action.
Shown below is the Statistics section of an item record, which includes the graphical item rating and quantitative
sales, profit, and margin information for the item. Trends are not included in this window.
Both Ratings and Trends columns can be added to your item list using the customize list columns feature..

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Turning on Ratings & Trends
Ratings and trends can be turned on/off and the performance criteria and time period set by the Server Workstation
on the Ratings & Trends page of company preferences. You may also have to customize your item list columns or
information panel to view the rankings.

About Item Ratings
Item ratings use a familiar five star system, reflecting the performance of the item over the specified time period.
Each additional star represents the next 20th percentile of the range between the highest and lowest values in the
ranked value. Hover your mouse over the star icons to view the actual ranked values for an item and the maximum
in the period for all items.
Items with no sales in the period are rated at 0 stars. Items that have never been sold display .
View Ratings Example

About Item Trends
The sales performance trend of an item is indicated by up/down arrow icons. The icons are representative of the
degree of performance change between the current period compared to the previous period of the same duration.
Hove your mouse over the icon to see actual values for both periods and the change percentage.
For example, if you select in preferences to rank for the last 90 days, the trend compares sales in the last 90 days
to sales in the previous 90 day period (i.e., 91-180 days ago).
View Trend Example

Notes:
The ranking period can be set from 1 to 999 days. If you choose a 999 day current ranking period, trends
will not apply as sales data is not read for the previous 999 days.
Rankings are updated at least once a day (on program startup or automatically between 1 am and 5 am if
your computer is running). Rankings are not updated for the current days sales as they are made.
The ability to view item rankings can be controlled by a security right.
Group items are never ranked; but the group component items are ranked individually.
(Multi-Store) Rankings are calculated at Headquarters only and reflect sales at all stores. They are sent to
remote stores where they can be viewed.
Print Your Item List or Tags
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127
Print Tags: Basics | Tags Styles and Sizes | Overview
To print your item list:
1. Display your item list and select the items to include in the printout:
If printing all items, you do not need to make an item selection. Make sure the list filter is set to
display All Items.
If printing a subset of your list, filter or search the list first, or select those you want to print. How
do I select multiple items?
2. Select Print Items from the I Want To menu.
3. In the Print Items dialog, select:
Print all items to include all items currently displayed in the list
Print selected items to include only the items selected
4. Click Print in the Print dialog. You can also change the printer or number of copies on this dialog.

To print item price tags:

1. Select the item(s) for which you want to print tags:
To print tags for a single item, highlight or display the item.
To print tags for several items, select them all. How do I select multiple items?
To print tags for a larger group of related items, filter or search your item list to display only the
group of items.
2. Select Print Tags from the I Want To menu.
3. Follow the on-screen prompts to specify print settings and print:
The printer to use
Whether to print tags for the selected items or all displayed items
The number of tags to print, i.e. the on-hand quantity or a specified quantity
The tag template to use; be sure the template matches your selected printer
If printing to a sheet of labels, the start position on the sheet. Tip: Click on the sheet label position
where you want printing to start.
Tag Printing Options
You can include an items MSRP (Manufacturers Suggested Retail Price) on your price tags to
display savings to your customers.
You can also print tags that include the item cost and last received date printed in code. Only
informed employees will be able to read these values.
Dont want to print tags for an item? Clear the Print Tags checkbox in the Misc and Printing
section of the item record. This will help prevent accidental printing of tags for an item even if it is
displayed or selected on-screen when printing.
Track Items from Multiple Vendors
Inventory Overview | Vendors Overview
Pro
The multi-vendor feature allows you to track and purchase an item from one primary vendor and up to four
alternate vendors. Unique UPCs, Alternate Lookups, and order costs can be defined for each vendor from whom
you purchase the item. This allows you to purchase the same item from any of several vendors as availability or
costs change.
All purchases of the item, regardless of vendor, are pooled in inventory once received, and are tracked with a
single on-hand quantity, averaged cost, price, etc. However, the unique UPC, order costs, and alternate lookups
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allow you to list the item on documents using the information for any of the vendors. This feature also allows
purchasing and receiving reports to be filtered by actual vendor used.
What would you like help with?
Define alternate vendors for an item in inventory
1. Add each vendor from whom you will purchase the item to your vendor list.
2. Add or edit the item in inventory in the normal manner, entering the first (primary) vendors
name, UPC, and Alternate Lookup on the item form.
3. In the More Info section, click Alt Vend.

The Vendors window is opened.
4. Enter information for up to four alternate vendors and then close the window.
If the alternate vendors do not have a unique UPC or Alternate Lookup, leave these fields blank.
7. Select Save.

Notes:
If you want to print tags for an item with specific vendor information (alternate lookup value or UPC),
print the tags from the purchase order or receiving voucher. When printing tags from inventory, the
primary vendor's information is used. To print tags with UPC codes requires that you first customize your
tag template using Print Designer.
If tracking multiple units of measure for an item, enter alternate vendor information (UPC, alternate
lookup, and order cost) for your default order-by unit. If no order-by unit is specified, enter information for
the base unit.

Make a PO or receiving voucher for multi-vendor items
1. Enter the vendor from whom you are making the purchase at the top of the PO or voucher form.
2. List the item(s) to be purchased or received:
If you list an item by entering or scanning UPC or Alternate Lookups (ALU), be sure to enter
or scan the correct value for the vendor from whom you are making the purchase.
If you track multiple units of measure for an item being purchased, be sure to use the UPC or
ALU for the default order-by unit.
The correct order cost for the vendor used is suggested for the item. Edit this order cost as
necessary.
3. Complete and save the PO or voucher in the normal manner.

If creating a voucher by referencing a PO, the specific vendor and order costs listed on the PO will be carried to
the voucher automatically.
Purchase and receiving history is maintained for each vendor separately.

List multi-vendor items on other documents
No special procedure need be followed when listing multi-vendor items on documents other than a PO or
receiving voucher. Scanning or entering the Item #, or any of the primary or alternate UPCs or Alternate
Lookups for the item will list the item on the document with the correct inventory cost or price.
Sales of a multi-vendor item are not tracked separately for each alternate vendor. All sales are reported using
the primary vendor you identified in inventory for the item.

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Multi-vendor items on reports
Merchandise Reports
Merchandise reports, which draw their information from inventory, will show all of the item's quantities under
your primary vendor's name. Quantities purchased from alternate vendors are not broken out separately.

Purchasing Reports
Purchasing, receiving, and on-order reports, which draw their information directly from purchase orders and
receiving vouchers, will break out ordered quantities by alternate vendors.

Print tags for alternate vendors
Item tags printed from inventory always include the information for your primary vendor. To print tags that
include alternate vendor information, such as the alternate lookup or UPC values, print the tags from the
purchase order or receiving voucher used to purchase the items from the alternate vendor.

Item Fields
Data Field Overview | Inventory Overview | Program Capacities

Refer to the tables below for descriptions of available item fields.
Fields shown in brackets, e.g. [field name], are suggested or read-only fields auto-filled by Point of Sale.
* indicates a required field.
What would you like more information about?
Item Description/Lookup Fields
Price/Cost and Tax Fields
Quantity Fields
Other Item Fields
Create Custom Item Fields
Customize Item List Columns

Item Description/Lookup Information
Field Usage
Type* Used to designate the type of item: Default is
Inventory. Select a different type from the
drop-down list, as necessary.
Department* Department to which the item belongs.
Required field for all items. To access your
department list, press (<F4>) from the field.
(Pro) Must be the same for all members of a
style.
Vendor The primary vendor from whom you purchase
the item. To search for or look up a vendor,
press (<F4>) from the Vendor field.
(Pro) Learn about using multiple item vendors.
Item Name*
( Description 1 for
some upgraders)
The principal item description field. Printed on
sales receipts. Required field. Label can be
customized.
(Pro) Must be the same for all members of a
style.
Item Description Secondary, long description field used to
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130
(Description 2 for
some upgraders)
record additional information. Also can be used
to record additional information while making a
sales receipt. Label can be customized.
Attribute A field used to describe an item characteristic,
typically color, pattern, material, or a second
size. 1 to 12 characters. Label can be
customized.
Size The size of an item; 1 to 12 characters. This
field can also be used to describe a second
item attribute other than size if desired. Label
can be customized.
[Item #] Unique number that identifies each item;
corresponds to the inventory row number.
Suggested by the program, but editable. Used
to print item bar codes on tags and to list items
on documents. Numbers greater than 99,999
not recommended as the resulting bar code
would not fit on some price tags. This field
supports numerical values only. If you need to
enter an identifier that includes letters, use the
Alternate Lookup field (described below).
You can have suggested numbering sequence
restart from your entry in a company
preference.
UPC Universal Product Code: The item's unique
UPC/EAN identifier. Once entered, can be
used to scan vendor-tagged merchandise to
list on documents. This field is normally 13
characters. If a shorter number is entered,
Point of Sale uses an appropriate algorithm to
lengthen the entry to fill the 13-character field.
Learn more.
(Pro) If multiple vendors or multiple units of
measure are being used for an item, each can
be assigned a unique UPC.
Tag User-defined group tag assigned to items to
facilitate use of the Quick Pick feature for
adding items to a document.
Alternate Lookup
(ALU)
A user-defined identifier that can be used to
look up items. This field can contain text
descriptions, catalog numbers, etc. Duplicate
Alternate Lookups are not allowed.
Do not duplicate the Item #or UPC in this field.
Inefficiencies in item lookups would result.
(Pro) If multiple vendors or multiple units of
measure are being used for an item, each can
be assigned a unique alternate lookup.
Return to top

Price/Cost and Tax Fields
Note: The ability to see cost fields, including margin and markup and other fields related to cost, can be controlled by security
rights. If you do not have the right to view item costs, the fields will be masked like this "*****". This right affects cost fields in
inventory and on all documents and reports.
Field Usage
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131
Reg Price The regular price for which you sell the item.
Calculated by Point of Sale on new items if you
are using a department pricing formula.
Markdown price levels, if used, are calculated
from this price.
[Avg Unit Cost] The average unit cost of the on-hand units of
the item; updated by receiving vouchers,
adjustment memos, or manually. If you
manually edit this field, Point of Sale creates an
adjustment memo to send to QuickBooks. See
price and cost for more information.
[Order Cost] The current cost of an item charged by your
vendor. The order cost is suggested on
purchase orders and vouchers and
automatically updated when a voucher is
updated with a new item cost.
(Pro) If multiple vendors are being used for an
item, each can be assigned a unique order cost.
MSRP Manufacturers Suggest Retail Price. Optional
reference price that is printed on most price
tags if entered. Leave blank if you do not want
the MSRP printed on tags.
[Margin%] The profit expressed as a percentage of the
price. If defined in a department record, is auto-
filled and used to calculate the regular price of
new items. Editable. Manually editing the
margin in inventory automatically causes your
item prices and the Markup % to be
recalculated. Learn more
Margin % =(Price Cost)/Price x 100
[Markup%] The item profit expressed as a percentage
markup over the cost. Works in the same
manner as Margin %. Making an entry in this
field causes Point of Sale to recalculate the item
prices and margin. Learn more
[Price Levels 1-
4]
Optional item price levels, each marked down
from your regular price. Used to offer different
prices to different customer groups (employee,
wholesale, etc.) or for other purposes, such as
for a discounted sale. You define price level
names and markdown percentages in company
preferences and these names will be displayed
in the item record and item list.
Once defined, price level prices are
automatically updated anytime your regular
price changes, or can be manually edited as
needed. Learn more
[Tax] Tax code name: A drop-down list containing
each of the tax code names defined in company
preferences. By default, each new item is
assigned a default tax code as specified for the
associated department. Edit by selecting a
different tax code as necessary. Learn more
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Quantity Fields
Field Usage
[On-Hand Qty] On-hand Quantity: The quantity of an item on
hand at this store. Automatically updated each
time an item is received, sold, transferred, or
adjusted on a memo. A manual entry in this field
results in an adjustment memo being created
and sent to QuickBooks. Decimal quantity
entries are acceptable.
Reorder Point User-specified company quantity at which an
item should be reordered. When the combined
on-order and on-hand quantity is at or below
this level, the item is added to the reorder items
reminder list.
(Pro) In the case of assembly items, indicates
the point at which more should be rebuilt.
Doc Qty Document Quantity. Used to enter the quantity
of an item to be listed on a document. Displayed
only when accessing the item list from a
document to select items. Enter the item
quantity you want to list on the document.
(Pro) You can also switch to Style View and
enter document quantities in the style item grid
cells when coming to inventory from a
document.
[On Order] Quantity of the item listed on open purchase
orders and not yet received. Displayed in item
list.
(Pro) Also visible by selecting Available from
the Quantities area of the item form.
[Quantity
Available] (Pro)
Quantity available for immediate sale.
Calculated by subtracting the quantity
committed on active customer orders from the
current on-hand quantity. Learn more
BackOrd Qty
(Pro)

Quantity of this item needed for active customer
orders.
[Qty] in
Assembly or
Group (Pro)
In Assembly/Group item grid. Specifies the
quantity of an item included in an assembly or
group item.
[Company
Total]
[Cmp Qty] (Pro)
Total on-hand quantity for the entire company
(all stores). Select View All in the Quantity area
of the item form to view. Called Cmp Qty in
your item list.
[Store On-Hand
Quantities]
(Pro)
On-hand quantity for each store; designated by
your assigned store codes. Select Available
from the Quantities area of the item form to
view. Also available in the Item Information
window (<F5>) from a receipt and your
inventory item list.
[Quantities for
Store #] (Pro)
(Style View) Drop-down list of store locations.
Select a store or All Locations to view
quantities at the store or for the company for
each style item.
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Return to top

Other Item Fields
Field Usage
[Last Recei ved] The most recent date this item was received.
Print Tags Checkbox. Select to specify that you want to
print price tags for the item. If you clear the
checkbox, tags will not be printed for the item
even if it is listed in a group of items for which
you are printing tags. Default is selected.
[Rating] Graphical indicator of item performance over
time, based on user-defined time period and
familiar five-star system. Learn more
[Trend] Graphical representation of item performance in
user-defined current period compared to prior
period. Learn more
Unorderable Checkbox. Select to have the items reorder
point temporarily ignored and to be alerted if the
item is listed on a purchase order or receiving
voucher. This option can used to remove
seasonal merchandise from your reorder
reminders and reports.
QuickBooks
Accounts
[COGS] [Income]
[Asset]
Item mappings to QuickBooks cost of goods
sold, income, and asset accounts. Defaulted to
the item accounts specified in company
preferences, but can be edited for individual
items by selecting a different account from the
drop-down list. Learn more
Unit of Measure Display field that can be used to indicate the
measurement or quantity units by which the
item is sold, such as each, inch, gallon, case,
etc. Used to filter and sort the item list and
reports. Select a unit from the drop-down list or
select Add New to create and use a new unit.
Units of measure can be managed (added,
deleted, reordered) in company preferences.
(Pro) Read Using Multiple Units of Measure and
see additional fields below if you purchase and
sell items in more than one unit size.
Base Unit of
Measure (Pro)
When using multiple units of measure, the
smallest quantity by which an item is sold or
purchased.
[Earn
Commission]
(Pro)
Checkbox. Select to identify Items that qualify
for payment of employee commissions. Default
is checked (eligible). Clear the checkbox if
employees are not to be paid commissions on
the sale of the item, Learn more
Use Serial #
(Pro)
Checkbox. Select to be prompted to enter a
serial number when the item is listed on
documents.
Custom Fields
1-5 (Pro)
Custom item fields can be used to enter any
other item information you need to track. Once
defined, the fields can be used to filter lists and
reports, and can be added to your printed
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134
documents using Print Designer. Learn more
[Open Purchase
Orders] (Pro)
List of open purchase orders for the item and
the total quantity on order. Select Available
from the Quantities area of the item form to
view.
Select a Style
Template (Pro)
Select a pre-defined attribute/size template from
the drop-down list to apply it to the style grid or
select Add New to create a new template.
Learn more.
Vendors
Alternate 2 -5
(Pro)
(More Info section) Fields for entering one
preferred and up to four alternate vendors for an
item. Each vendor can have a unique UPC,
Alternate Lookup, and order cost.
Return to top
Tracking Item Quantities
Quantity Fields
In-help popup

Quantity fields are blank or have a suggested entry until a different quantity is entered. Numbers are the only
acceptable entries in these fields. Decimals are allowed (up to five places), but Point of Sale only displays two and
does not display trailing zeroes, i.e. if you enter 2.40, Point of Sale will display 2.4.
Even though Point of Sale displays a maximum of two decimal places, it actually stores and uses five decimal
places for quantity calculations.
To enter data in quantity fields:
1. Enter the appropriate data.
To enter negative numbers, press <-> before entering the value.
2. Press <Tab> or navigate to the next field.
Using Inventory Reorder Points for Purchase Decisions
Reminders Overview | Purchasing Overview
Pro
You can define a reorder quantity (Reorder Point field) for your inventory items, allowing you to quickly see which
items need to be purchased.
You can prevent an item from being added to the Reorder Reminders by flagging it as unorderable on the item
record. This is handy for removing seasonal merchandise from the reminders list.
You can also run Reorder and Build Point reports.

Basic
Items at or below their reorder point are listed on the inventory Reorder Reminders window. Point of Sale takes into
consideration any quantities already on order before adding an item to the reorder reminders list.
Pro
A company preference setting specifies the value used to determine when an item is added to your reorder
reminders:
On-hand quantity: With this option, Point of Sale adds an item to the reorder reminders when the combined
on-hand and already on-order quantities is at or below the reorder point.
Available quantity: With this option, Point of Sale adds an item to the reorder reminders when the combined
on-hand and already on-order quantities, minus the quantity committed on active customer orders, is at or
below the reorder point.
Point of Sale can suggest POs to reorder the items on the Reorder Reminders list.
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135
For assembly items, the reorder point indicates that quantity at which you want to build more of the assembly item.
Multi-Store
You can specify reorder points for the company (all stores combined) and for individual stores. The Reorder
Reminders shows reminders for the company and each individual store as well.

Related Topics
Inventory overview
Reorder Items Reminder
Item Reorder Points | Reminders Overview | Inventory Overview
Pro
The Reorder Items reminder screen displays items whose quantity has fallen below the reorder point set in
inventory. Use this screen to assist in replenishing your inventory.
You can print this list to help in creating purchase orders.
Double-click a listed item to view the item record.
Point of Sale takes into consideration item quantities already on order (from unfilled purchase orders) when
determining if an item should be added to the reorder reminder list. Learn more
To display this screen, select Reminders from the Inventory menu and then click the Reorder Items tab.

Pro Notes
The reminder screen also includes items that are on backorder.
Depending on your preference settings, quantities committed on customer orders may be taken into
account when deciding if an item is added to this screen.
Having Point of Sale Suggest POs for Reorder Items (Pro)
You also have the option of having Point of Sale suggest and generate purchase orders to order these items.
With your reorder reminders displayed, select Suggest PO from the I Want To menu. Learn more about
using Suggest PO
Related Topics
Reminders Message Alert
Security rights for reminders
Track Decimal Quantities
Notes on Quantities and Costs | Multiple Units of Measure
Basic
Sometimes it is beneficial to track items in decimal quantities. For example, you might sell an item by the yard (e.g.,
fabric), by weight (e.g., bulk candy), or by the hour (labor). Point of Sale allows you to order, inventory, and sell
items by decimal units.
For example, if you order and price fabric by the yard you can easily sell 1/4 yard or 1-1/2 yards by entering .25 or
1.5 in the Qty field on receipts. The correct fractional price will automatically be calculated for you.
To charge an hourly fee for labor define a service or non-inventory item called Labor or similar, assigning your
hourly rate as the price. On a receipt or customer order, you can now list the service or non-inventory item Labor
and charge for partial hours by entering a decimal quantity in the Qty field.
You can enter decimal quantities in any quantity field. Point of Sale will round your entry to two decimal places for
display purposes and does not display trailing zeroes, i.e., if you enter 2.50, the display will be 2.5. However, the
program stores and uses up to five decimal places for its calculations.
Getting Started: Notes on Item Quantities and Cost
Available Quantities | Decimal Quantities | Decimal Costs
Basic
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136
The Average Unit Cost field in inventory reflects the average cost of the currently on-hand quantity of an item.
This value is automatically recalculated by Point of Sale when you create a voucher to receive an item at a cost
different than what is currently recorded. How does order cost differ from average unit cost?
The On-Hand Quantity field reflects the number of units of an item currently in stock. This value is automatically
updated as you create vouchers, receipts, and, if applicable, transfer slips.
Item quantities and costs have significant impact on your inventory value and your financial records. For this
reason, it is recommended that you manually enter or edit these values only when entering items already in your
store when you begin using Point of Sale. From that point on, Point of Sale maintains an accurate ledger of
changes in these values with the use of transactional documents (receiving vouchers, receipts, transfer slips, and
adjustment memos) and the Physical Inventory utility. The table below summarizes how quantities and/or costs are
updated in various ways.

Method Comments
Receiving
vouchers
Updates on-hand quantity, average unit cost,
and order cost in inventory. Should be used for
receiving all new and reordered items into
inventory. When you define a new item in
inventory that is to be received later, we
recommend you leave the On-Hand Quantity
and Average Unit Cost fields blank in
inventory and allow the receiving voucher to
update them.
Receipts When an item is sold or returned on a receipt,
the on-hand inventory quantity is adjusted up
or down accordingly.
Adjustment
memos
A memo is used anytime quantity or cost must
be manually adjusted (because it is not
handled by a receiving voucher, receipt, or
physical inventory count). Many actions, such
as conducting a physical inventory, or
manually editing the cost or quantity fields,
automatically create adjustment memos for
you.
Physical
Inventory
Updates on-hand quantities only. Updating a
physical inventory automatically creates
adjustment memos to update inventory.
Transfer slips
(Pro)
A transfer slip has no affect on company
inventory quantities, though it does increase or
decrease the on-hand quantities at the specific
stores involved in the transfer.
Return to top
Item History and Statistics
Inventory Overview | Item Ratings & Trends | Inventory Reports

Item history provides a listing of every transactional document that has affected an item and a running tally of
changes in on-hand quantity. You can click any listed document to view it.
Item Statistics include an item summary, including cost and profit information and total quantities in/out.
Item History
(Pro) Item history can be viewed only at Headquarters. Headquarters can filter to view the history for any one store
or for the entire company.
To view an item's history, with the item record in Edit mode (displayed in a form), expand the History section.
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137

The most recent documents are at the top of the list.
To view a listed document, double-click it. You are taken to the appropriate history list with the document
pre-selected. Normal copy, reverse, and edit capabilities are available for the document. When done, click Go
Back at the bottom of the document to return to inventory.
The Change column lists the documents effect on item on-hand quantities. For example, a sale results in
the on-hand quantity being reduced, therefore the Qty Change is a negative number. Likewise, receiving a
quantity into inventory is shown as a positive number.
The On-Handy column displays a running total of the on-hand quantity, after being adjusted by the
document.
If the item is listed multiple times on a document (example: a customer exchange for the same item), the
document is listed twice, once for the return (a positive quantity) and once for the new sale (negative quantity)
Item Statistics
Expand the Statistics section on the item record to view a graphical rating of the item's relative performance in
your inventory as well as total sales, cost, profit, and quantities in/out. This information reflects the time period
specified for item ratings in preferences.
Learn more about item ratings



Related Topics
Reverse a history document
View Quantities on Order
Inventory Overview | Purchasing Overview | Item History
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138
Pro
You can view item quantities currently on order for an item in the On Order column of your item list . You may have
to add this column to the list. You can also initiate the creation of a new purchase order from inventory.
To view on-order quantities:
Display your item list and sort, search or filter to find an item.
The current quantity on order is displayed in the On Order column.



(Pro) You can also view on-order quantities and a list of pending purchase orders from the Available Quantity
window in inventory.
To initiate a new PO from inventory:
1. Display the item or items you wish to order.
Select Out of Stock Items or Items to Reorder from the drop-down filter at the top of the
window, or
Search for items by keyword, or
Sort or scroll to find item(s)
2. Select the items to be ordered from the displayed items. How do I select multiple items?
Tip: Select only those to be ordered from the same vendor at one time. One PO will be made with all selected
items.
2. Select Order Items from the I Want To menu.
A new purchase order is opened with the item(s) already listed.
3. Complete and save the purchase order in the normal manner, adjusting the order quantity and
cost, and adding other items, as necessary.
4. Select Go Back to return to inventory.
5. Repeat for other items if necessary.

View Item Quantities at Other Stores
Store Exchange Overview | Track Available Quantities
Pro - Multiple Stores
Each store can view item quantities at every other store, accurate as of the last completed store exchange cycle.
To view available item quantities at other stores:
1. From your item list, display the item record (select View Details).
2. In the Basic Info section, click the Available button.
The Available Quantities window is displayed.
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139


This window allows you to view the on-hand, on-order, and available item quantities as well as a list of open orders
for your store.
Also displayed are item quantities at other stores, current as of the last completed Store Exchange. If you run out of
an item, you can use this window to see if another store has the item in stock. If needed, you can request the other
store to transfer the item to you or you can send the customer to the other store to purchase the item.
Learn more about the Available Quantities window.
Other places to view item quantities at other stores:
Purchase Order: In the Item Information window, accessed by selecting Edit Item for an item listed on a
purchase order.
Item List: A column for each store's on-hand quantity can be added to your item list.
Report: Run the Inventory by Store report (From the Report Center, select Items > Multi-Store - Store
Inventory.
Note: Importance of Store Exchange Sequencing. Item quantities viewed at other stores are only as current as the last
successful complete Store Exchange cycle. The closer you follow the recommended exchange sequence, the more meaningful
these quantities will be.

Related Topics
Automatic quantity adjustment at remote stores
Transfer merchandise between stores
Multi-store overview
Track Available Quantities
Inventory Overview | Reorder Item Reminders
Pro
The term available quantity refers to the current on-hand quantity of an item minus the quantity of that item already
committed to active customer orders. The available quantity is sometimes referred to as the available to promise
quantity. Knowing the available quantity helps you make sales decisions and plan for additional purchases of the
item.
Available quantity calculations are used in Point of Sale to:
Alert you when you don't have sufficient available quantity of an item to complete a sales transaction.
Determine when items should be added to your reorder reminders list. If you prefer, you can set your
company preferences to create reorder reminders based on the on-hand quantity instead.
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140
Where can I see an item's available quantity?
In the Basic Info section of the New/Edit Item form, select Available to open the Available Quantities window.
This window summarizes all item quantity information, including current on-hand, on-order, and committed to
customer orders, as well as a listing of the documents affecting those quantities.

In the Avail Qty column, available in your item list and on many Point of Sale documents and inventory
reports. You may have to add the column to view it.

In the Item Information window, accessed by selecting Edit Item (<F5>) for an item listed on a document.
Notes:
Quantities of an item on held documents or on customer orders assigned a status of Pending (such as those
used to give estimates or quotes) are not reflected in the available quantity of the item.
Inventory Adjustments Overview
How do I? | Memo Fields | Making an Adjustment Memo
Access adjustment memos and history
Create an adjustment memo
Temporarily hold a memo
Find a memo
Reverse or correct a memo
Copy a memo
Print a memo

Basic
Adjustment memos are used to make changes to item quantities or costs. The changes tracked are those that
would not otherwise be recorded on another transactional document.
Typical uses for manually-created adjustment memos include:
Adjust quantity for theft and other shrinkage
Adjust quantity for donated items
Remove defective or damaged returned items from inventory
Correct cost or quantity errors in inventory
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141
When you create an adjustment memo, the affected On-hand Quantity or Average Unit Cost fields are
automatically updated in inventory and a permanent record of the change is added to your adjustment and item
history.
Some actions in Point of Sale, such as deleting an item with an on-hand quantity, conducting a physical inventory,
or manually entering or editing an items average cost or on-hand quantity result in program-generated adjustment
memos.
Saved memos are permanently stored in your adjustment history lists. A separate list is maintained for each memo
type, quantity and cost. Memos can be reversed to correct errors, but never deleted.
(Pro w/multiple stores) Item quantities can be adjusted at either Headquarters or remote stores. Headquarters can
adjust quantities for any store, while remote stores can adjust only their own local quantities. Only Headquarters
can create cost memos, although both quantity and cost memos are generated automatically at remote stores for
certain activities.

Note: The ability to see cost fields, including margin and markup and other fields related to cost, can be controlled by security
rights. If you do not have the right to view item costs, the fields will be masked like this "*****". This right affects cost fields in
inventory and on all documents and reports.

Related Topics
Security rights for adjustments
How adjustment memos are sent to QuickBooks
Note: Automatic quantity adjustments at remote stores
Physical Inventory Overview
How do I? | Basic Steps | Using a Physical Inventory Scanner
Basic
A physical inventory is the process of verifying or correcting the on-hand item quantities in your Point of Sale
inventory by conducting a physical count.
It is recommended that a physical inventory be done after initially entering your inventory when first starting to use
Point of Sale and periodically thereafter.
Conducting a physical inventory involves going through the store and recording the actual item quantities on hand.
Counts can be recorded on a printed Store Count worksheet or scanned into the optional physical inventory
scanner, and then transferred to Point of Sale.
The entire store does not have to be counted at the same time. You may find it easier to conduct your physical
inventory by department, aisle, or some other discreet physical sections, entering counts and saving for one section
of your store at a time. A physical inventory can be saved as you go and then inventory updated when you are
done. Point of Sale provides several ways for you to review changes before updating inventory and alerts you if a
new transaction has affected an item between when a count was entered and inventory updated.
You can review or reverse the last updated physical inventory.
(Pro) A physical inventory is for one store only. When a remote store updates a physical inventory, quantity
adjustment memos are automatically created and sent to Headquarters during the next Store Exchange.
Headquarters can create and update a physical inventory for itself or for any store.

Related Topics
Security rights for Physical Inventory
Update QuickBooks financial software after a physical inventory
Tracking Price and Cost
Currency Fields (Cost and Price)
In-help popup

Point of Sale supports the use of decimal amounts with up to five decimal places, but displays only two decimal
places. You can enter even more than five decimal places, but Point of Sale will round to and store only five.
Printed Documentation
142
If you enter an amount less than $0.005 (one-half penny), Point of Sale displays $0.00, but is indeed storing the
fractional cent amount you entered. You can also make an entry in the extended cost/price on a document and
then enter the quantity. Point of Sale will calculate the unit cost/price with decimals for you. This feature makes it
easier to order, price, and sell items whose cost or price is less than a penny or in fractional cents.
In the case of item cost and price on documents, the extended cost/price is calculated using the stored five
decimals.
To enter data in the currency fields:
1. Enter the amount, including decimals.
If entering an amount in whole currency units, such as 2.00, 47.00, or 103.00, it is not necessary
to type the decimal place or trailing zeroes. You can simply type 2, 47, or 13 respectively.
To enter negative amounts, press the dash () key on your keyboard before entering the amount.
Such as: 10.00
2. Press <Tab> or navigate out of the field.

Note: The ability to see cost fields, including margin and markup and other fields related to cost, can be controlled by security
rights. If you do not have the right to view item costs, the fields will be masked like this "*****". This right affects cost fields in
inventory and on all documents and reports.
Price/Cost Relationship
Average Unit Cost | Order Cost | Enter Item Cost and Prices
Basic
Note: The ability to see cost fields, including margin and markup and other fields related to cost, can be controlled by security
rights. If you do not have the right to view item costs, the fields will be masked like this "*****". This right affects cost fields in
inventory and on all documents and reports.

Margin (Margin % field) expresses the profit relationship between what you paid for an item (average unit cost) and
its regular price. Markup (Markup % field) is an alternative way to express the difference between an items cost
and its price. Markup is a simple percentage increase from the item cost.
There is an inter-relationship between the margin/markup fields and the other price/cost fields as follows:
Enter either a margin or a markup percentage, and Point of Sale will calculate and display the other value
for you. The two fields have identical behavior.
Define a margin or markup in a department record, and Point of Sale will calculate your regular price and
the prices at your optional price levels for you as new items are added to inventory in this department (if the
regular price is not manually entered).
If you or a receiving voucher update the average unit cost, the margin and markup percentages are
recalculated. Prices are recalculated only if previously $ 0 (zero), although you can edit the price yourself
from the receiving voucher.
Edit the margin or markup manually for an existing item in inventory, and Point of Sale will recalculate your
regular price and the prices at your optional price levels.
Edit your regular price; the prices at other price levels are recalculated to maintain your specified
markdown percentages. The margin and markup are also recalculated.
Edit the price or markdown percentage of any optional price level; the change to one price level has no
affect on other prices.
Related Topics
Use department pricing formulas for new items
Edit an Item
About the Average Unit Cost
About Order Cost | Enter/Edit Costs | Price/Cost Relationship
Basic
Inventory
143
Note: The ability to see cost fields, including margin and markup and other fields related to cost, can be controlled by security
rights. If you do not have the right to view item costs, the fields will be masked like this "*****". This right affects cost fields in
inventory and on all documents and reports.

The Avg Unit Cost field in inventory reflects the average cost you have paid for the current on-hand quantity of an
item.



Point of Sale recalculates the average unit cost each time you receive additional quantities of the item at a different
cost by proportionally averaging the old cost and the new cost. Receiving vouchers update your Point of Sale
inventory and, if applicable, your QuickBooks financial software inventory value with item cost changes.
For example, if you have five shirts on hand with an average cost of $10 and you receive 10 more shirts costing
$12 each, the new average unit cost is calculated as follows:

(On Hand Qty Current Cost) +(Rcvd Qty Purchase Cost)
On-Hand Qty +Rcvd Qty
Or, using the example above:
(5 10) +(10 12)
5 +10
= 170
15
= New average unit cost of $11.33

We recommend that you not manually enter or edit the average unit cost. Point of Sale uses this value to send cost
of goods sold information on item sales to your QuickBooks financial software. If it does become necessary to edit
this value manually, typically to correct an error, see Creating an Adjustment Memo.

Related Topics
Tracking decimal costs
About the Order Cost
About Average Cost | Enter/Edit Cost | Price/Cost Relationship
Basic
Note: The ability to see cost fields, including margin and markup and other fields related to cost, can be controlled by security
rights. If you do not have the right to view item costs, the fields will be masked like this "*****". This right affects cost fields in
inventory and on all documents and reports.

Order cost (Order Cost field, located in the More Info section of the item record) is different than the average unit
cost. An item's order cost is the cost you are currently paying your vendor for one unit of the item.
Over time, with cost increases, it is normal for your order cost to move higher than your average unit cost, as you
may have some quantity left in stock that was purchased at a lower cost when new shipments are received.
When you make a purchase order, the order cost in inventory is suggested as the purchase order cost. You can
edit this cost on the PO, if necessary. When you receive the ordered items, the voucher that references the PO will
automatically take its cost from the PO (if not referencing a PO, the order cost from inventory is suggested as the
voucher cost).
When a voucher with a changed cost is saved it will automatically update the Order Cost field in inventory, so that
the new order cost is suggested on the next PO or voucher made for the item. Point of Sale also calculates the new
average unit cost for you in this situation.

Related Topics
Printed Documentation
144
Track decimal costs
Cost on POs
Cost on receiving vouchers
Enter Item Price and Cost
Overview | Price and Cost Relationship | Price Manager
Basic
(Pro) This option is available at Headquarters only.
Note: The ability to see cost fields, including margin and markup and other fields related to cost, can be controlled by security
rights. If you do not have the right to view item costs, the fields will be masked like this "*****". This right affects cost fields in
inventory and on all documents and reports.

The item Pricing window allows you to enter or edit an items cost and price information, including markdown price
levels, an MSRP price, and margin/markup values on a single window.
You can open this window while adding, editing, or viewing an item.
To access the Pricing window:
1. Select an item in your item list.
2. Click Edit. This step is not necessary if you just want to view the pricing information.
3. Click the Pricing button in the Basic Info section. The Pricing Window is opened as shown below.
4. (Pro) If using the multiple units of measure feature, select the unit for which you want to view/edit
this information from the drop-down menu (not shown).


Explanation of Price/Cost Fields
Regular Price Your everyday retail price of the item. If you wish to use a department pricing
formula to calculate your price, leave this field blank when adding a new item. Learn more.
MSRP Manufacturers Suggested Retail Price; a reference price that, if entered here, is printed
on your price tags to demonstrate savings to your customers. Note: Some tag templates may not display
the MSRP, due to size limitations.
Cost The average unit cost for the item quantity currently on hand. Enter this cost ONLY if you
have an on-hand quantity of the item when initially setting up Point of Sale. Otherwise, as you make
receiving vouchers, Point of Sale automatically updates this field. Learn more.
Margin % Gross margin or profit margin percentage. Auto-filled from department record (if
defined) on new items and updated automatically as average unit cost changes. Manually editing the
margin results in a recalculation of your price(s).
Markup % Alternate way to express profit; markup by n% over average unit cost. Same
behavior as margin. When either are edited, the other is recalculated automatically.
Price Levels
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145
Optionally, enter prices and markdown percentages for your markdown price levels for the item (your custom price
level names displayed). If you use Point of Sales pricing formula to calculate your regular prices and have defined
price level markdown percentages, Point of Sale automatically calculates the price at each price level for you on
new items.
Enter/edit a price or markdown percentage for each price level if this items pricing is to be
different from your default markdowns.
You can define or change your default price level names and markdown percentages in company
preferences. Note that changing your default markdown levels do not update existing item prices. You
can use Price Manager to quickly change existing item prices if desired.
(Pro) You can set different prices at each level for each unit of measure of an item.
Learn more about using price levels

Pricing Notes:
If you prefer to manually define all of your own prices, rather than have Point of Sale calculate
them for you on new items, do not define a margin or markup in your department records and enter
the price(s) as you are adding items to inventory.
Return to top

Related Topics
About the average unit cost
About the order cost
Change prices for a style
Cost and price in a multi-store configuration
Inventory Adjustments Overview
How do I? | Memo Fields | Making an Adjustment Memo
Access adjustment memos and history
Create an adjustment memo
Temporarily hold a memo
Find a memo
Reverse or correct a memo
Copy a memo
Print a memo

Basic
Adjustment memos are used to make changes to item quantities or costs. The changes tracked are those that
would not otherwise be recorded on another transactional document.
Typical uses for manually-created adjustment memos include:
Adjust quantity for theft and other shrinkage
Adjust quantity for donated items
Remove defective or damaged returned items from inventory
Correct cost or quantity errors in inventory
When you create an adjustment memo, the affected On-hand Quantity or Average Unit Cost fields are
automatically updated in inventory and a permanent record of the change is added to your adjustment and item
history.
Some actions in Point of Sale, such as deleting an item with an on-hand quantity, conducting a physical inventory,
or manually entering or editing an items average cost or on-hand quantity result in program-generated adjustment
memos.
Printed Documentation
146
Saved memos are permanently stored in your adjustment history lists. A separate list is maintained for each memo
type, quantity and cost. Memos can be reversed to correct errors, but never deleted.
(Pro w/multiple stores) Item quantities can be adjusted at either Headquarters or remote stores. Headquarters can
adjust quantities for any store, while remote stores can adjust only their own local quantities. Only Headquarters
can create cost memos, although both quantity and cost memos are generated automatically at remote stores for
certain activities.

Note: The ability to see cost fields, including margin and markup and other fields related to cost, can be controlled by security
rights. If you do not have the right to view item costs, the fields will be masked like this "*****". This right affects cost fields in
inventory and on all documents and reports.

Related Topics
Security rights for adjustments
How adjustment memos are sent to QuickBooks
Note: Automatic quantity adjustments at remote stores
Department Pricing Formula
Enter/Edit Item Price and Cost | Use Price Levels

You have the option of entering your new item prices manually or letting Point of Sale calculate them for you using
a department pricing formula. When Point of Sale calculates new prices, it does so by applying the department
margin (or markup) to the average item cost to arrive at the regular price.
You specify the profit margin or markup to be used in your department records or on individual item records in
inventory. If you enter one value, Point of Sale calculates the other.
Point of Sale uses the following pricing formula:
Regular Price = Cost 100
100 Margin
Example
With an average unit cost of $10 and a 40% margin.
(10 x 100)/(100 40) =$16.67 regular price
If you want Point of Sale to calculate new item price(s) with a department pricing formula:
Enter a margin or markup in your department records
Assign items to departments as you add them to inventory
DO NOT enter item prices when adding the new item to inventory, Point of Sale will calculate them for you
The pricing formula is applied only to new items in inventory (previous price =$0). Receiving reorder merchandise
at a new cost on a voucher does not automatically update item prices, however Point of Sale alerts you so you can
adjust your price if desired. You can maintain your desired profit margin by manually editing the margin or markup
on the item record back to the original level.
Why aren't reorder item prices automatically updated when cost changes?
If you DO NOT want Point of Sale to calculate new item price(s):
Do NOT define department or item margins or markups
Enter your item prices manually at anytime in inventory
Point of Sale will still calculate and display the margin and markup on the item record, but does not use
them to calculate the item price(s) unless you manually edit them
Markdown Price Levels
Inventory Overview | Price Levels on Sales | Edit Item Prices
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147

Point of Sale can maintain up to four price levels in addition to your regular price for each item in inventory (i.e., five
separate prices). Price levels are markdowns from your regular price.
Use price levels to offer different prices for different purposes or to different groups of customers. Common uses for
price levels include:
To offer reduced prices to employees, family members, and VIP customers
For wholesale sales
For special sales, e.g., "10% Off Sale" (Price Manager offers more flexibility for this.)
A typical price level setup and the prices at each level might look like this:



Your price level markdowns are applied and the price at each level recalculated anytime your regular price is
changed, either manually or when Point of Sale applies its pricing formula. On the other hand, editing the price or
markdown percentage of any of your markdown price levels has no effect on any other price.

How do I define price levels?
You define price level names and default markdown percentages in company preferences . Enter a name and
default markdown percentage for each level you wish to use, and specify the default price to suggest for all sales.
Your default price can be your regular price or one of your markdown price levels.
(Pro) Each store can specify its own default sales price.
The price level markdowns you specify are defaults. They are applied to new items added to inventory, but
the markdowns and price at any price level can be manually edited on an item-by-item basis.
You can define a price level price to be a markup from your regular price by entering a negative markdown
value.
Changing your default price level markdowns does not update existing item prices. To update prices for a
single item, edit the prices or markdown percentages directly in the Pricing window on the item record. If you
want to update prices for many or all your items, we recommend using Price Manager.
You can also select Edit Price Levels in the Pricing window from an item record to change your price level
names or default markdown percentages. Changes made here are the same as making these changes in
company preferences.
(Pro) If you use multiple units of measure, you can set separate prices for each price level for each unit of
measure. Select the unit of measure for which you want to view or change price levels from the drop-down list
at the top of the Pricing window. (Not shown in example above)
(Pro) Using Print Designer, you can specify which price is printed on your price tags.
Return to top
Using Margin/Markup to Update Prices
Department Pricing Formulas | Enter Cost and Price

When an item is received at a new cost, the item prices in inventory are not automatically updated (unless the
previous regular price =$0, as would be the case for a new item). Point of Sale will alert you that the cost has
changed, but revising your prices to reflect the new cost is at your discretion.
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Since the cost has changed, Point of Sale does recalculate and display new average unit costs and margin/markup
values on the item record. You can use the margin/markup values to see at a glance your profit margin on the item
and to quickly adjust the prices to maintain your desired margin.

Example:
You have five units on hand with an average unit cost of $5.00 and priced at $10 to deliver a profit margin of 50%.
You reorder and receive five additional units on a receiving voucher, costing $6.00 each. Point of Sale alerts you
that the cost has changed, but does not automatically update the item price. The new average unit cost ($5.50) and
margin/markup are calculated and displayed as shown below.
You have the option to update your price(s) or not. One way to quickly update the price and maintain your profit
level is to edit the margin or markup back to their original values on the item record. In the example below, editing
the margin back to 50% results in a new regular price of $11.00.


Old New After margin edit
Quantity 5 10 10
Unit Cost 5.00 5.50 5.50
Regular Price 10.00 10.00 11.00
Margin % 50 45 50
Markup % 100 82 100

Dont forget to print new price tags!

My markup value sometimes changes right after I enter it. Why?

If you use markdown price levels, the price at each level is also recalculated automatically anytime your regular
price is changed.

Related Topics
Update prices when receiving items
Update Item Prices from a Receiving Voucher
Receiving Overview | Print Price Tags
Basic
It's inevitable. Your vendor raises their price for an item and you need to decide whether to pass on the increase to
your customers.
Point of Sale alerts you when a reorder item cost on a voucher is different than the current inventory cost, but does
not automatically update the price. Whether you change your price and by how much is at your discretion.
You can change the price and print new tags from the voucher, if you wish.
To update the price and print new tags from the receiving voucher:
1. When you go to print/save the voucher, you are alerted that you are receiving an item or items at
a new cost. Answer Yes, that you want to review the prices before saving the voucher.
2. Select the item with the new cost in the voucher item list and then click Edit.
The Item Information window opens, as shown here, displaying price and margin information (other information
removed from illustration for clarity).
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The item price shown is your current Regular Price from inventory. The margin and markup numbers show
what your profit margin would be at this price relative to the cost on the voucher (not relative to your average
unit cost; see note below).
3. Adjust the item price by entering a new price or by adjusting the margin or markup and then
select OK.
4. To print new price tags from the voucher, with the item highlighted select Print Tags from the I
Want To menu.
5. Repeat for other items, if applicable.
6. Print/save the voucher.

Notes:
The new regular sales price (and markdown price levels if you use them) are updated in inventory when
you save the voucher.
Use the margin and markup shown on the voucher as a guideline in setting price. When saving the
voucher, these values will be recalculated in inventory relative to the new average unit cost.
If items received on a voucher are brand new (i.e., do not yet have a regular price defined in inventory, but
do have a margin or markup defined) Point of Sale will automatically calculate the regular price by applying
the specified margin or markup to the voucher cost upon saving. If you use markdown price levels, those
prices are also calculated based on the markdown percentages specified on the item record (and defined in
company preferences).
Related Topics
Use Markdown Price Levels
Price Change Reminders
Price/Cost Relationship
Price Manager Overview
How Do I?
Access Price Manager
Start a new price change
Mark down prices for a temporary sale
Print markdown price tags
Restore my previous prices
Delete a Price Manager record
Customize my Price Manager lists
Additional Pro features:
Set up a new discount price
Inactivate or edit a discount
Print discount price tags
Apply discount pricing to sales


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Price Manager allows you to create and manage promotional price changes and discounts. Using the employee
security and reporting features of Point of Sale, you can easily control and track the effectiveness of your
promotional pricing.
Pro users can also set up coupons and have additional discount options as explained below and in related topics.

When you first access Price Manager, a list of your recent price changes is displayed in the right panel and choices
for setting up price discounts are displayed in the left panel.
View example screen
Price Manager screen, Pro level shown (Basic users have fewer options)








Here's how the two components of Price Manager differ:
Change Item Prices
A price change is typically a permanent change to your item prices, though the changes can be reverted if
necessary. In a price change, you can calculate new prices for your items in a variety of ways. The resulting prices
can be reviewed, edited, and temporarily saved until you are ready to implement them, at which point you "apply"
them to inventory.
Price change records are maintained in your Change Item Prices list. Price changes can be restored, returning the
item prices to the level they were at before the change was applied. A prior price change can also be copied (and
then edited) to quickly set up a new similar price change.
From Price Manager, you can print markdown tags with both old and new prices to communicate the savings to
your customers.
To work with Price Changes:
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Select Make Price Changes to start a new price adjustment, or
Double-click the name of a recent price change record in the displayed list to open it, or
Select View All to go to your full list of saved price changes
Learn more about changing item prices
Starting a price change

Discount Pricing
(Free and Basic) You can use Price Manager's discount pricing options to set up and manage manually applied,
line item discounts.
(Pro) You can use Price Manager's discount pricing options to set up and manage automatic and coupon
discounts, in addition to manually applied discounts. Discount prices may be temporary, scheduled discounts that
are in effect for a specified period of time. Each discount price you set up is maintained as a record in your
Discount Pricing list. These records can be reviewed, printed, or copied and you can print discount price tags for
your items to demonstrate potential savings to your customers.
To work with price discounts:
Select a Set Up button to start a new price discount (choices vary with level)
double-click a current discount to edit it
Select View all Discounts to go to your full list of saved discounts.
Learn more about Discount Pricing

Notes:
Only one workstation can be in each area of Price Manager at any time.
(Pro) Only Headquarters can use Price Manager to change item prices or set up discounts. However, the
price change and discount records are sent to remote stores, where they can be viewed and used to print
markdown and/or discount price tags for the merchandise in their store.
Price Change Reminders
Reminders Overview | Inventory Overview | Using Price Levels
Pro
The Price Change reminders screen displays both the old price and new price when item prices change. Your
regular price and the prices at your other price levels are also displayed for reference. This list reminds you to print
updated price tags, so that your records and the tagged merchandise on the shelf match.
Once tags are printed, the items on the list should be removed so the list remains current and useful.
(Multi-store) Reminders are a handy way to communicate price changes to remote stores.
To select items and print:
1. From the Inventory menu, select Reminders and then click the Price Changes tab.
2. Use standard list selection procedures to select items or choose Select All from the I Want To menu.
3. Select Print Tags to print price tags for the selected items (or Print List).
4. When prompted to remove the selected items from the list, select Yes to remove them or No to retain
them.
You can also remove selected items from the list at anytime by selecting Remove Selected Item (s) from the I
Want To menu.

Notes:
If you change your default price in preferences, the Price Change reminders are cleared.
Double-click an item in the list to go to inventory to view the full record.
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Related Topics
Security rights for reminders
Reminders Message Alert
Spread Discounts, Fees, and Freight Across Item Costs
Receive Purchase Order Items | Enter Voucher Discounts, Feels, and Freight
Basic
Discounts, fees, and freight entered on a receiving voucher can be spread across the costs of the items being
received. Spreading these amounts helps you track a truer average cost for your items.
To spread these amounts on a voucher:
1. List all items being received on the voucher, either manually or by referencing the purchase order
on which they were ordered.
2. From the I Want To menu, select Enter Discount/Fee/Freight and enter amounts as applicable.

3. Select the Spread Discount, Freight, and Fee checkbox.
Note that the amounts previously entered are zeroed out as these amounts are now spread across the
individual item costs on the voucher. The total remains the same.

4. Click Close.
5. Complete and print/save the voucher.

Notes:
When spread, the sum of discounts, freight, and fees is distributed across all items on the voucher
proportionally based on each items extended cost. Due to rounding, this amount may result in fractional
cents applied to the voucher cost.
The discount, freight, and fee fields at the bottom of the voucher form are no longer editable after
spreading, since these amounts are now reflected in the individual item extended costs and in the voucher
subtotal.
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Clearing the spread checkbox before saving the voucher will restore the costs to their prior state and make
the discount, freight, and fee fields editable again.
Once the voucher is saved, these amounts cannot be unspread or changed. Likewise, if the voucher is
saved without spreading, it cannot be edited later to spread (though in this case the fields themselves are
editable, since the amounts may not have been known at the time the voucher was created and saved).
When spreading, it is the item average unit cost that is affected in inventory. Item order cost is not
adjusted. How does order cost differ from average unit cost?
Getting Started: Notes on Item Quantities and Cost
Available Quantities | Decimal Quantities | Decimal Costs
Basic
The Average Unit Cost field in inventory reflects the average cost of the currently on-hand quantity of an item.
This value is automatically recalculated by Point of Sale when you create a voucher to receive an item at a cost
different than what is currently recorded. How does order cost differ from average unit cost?
The On-Hand Quantity field reflects the number of units of an item currently in stock. This value is automatically
updated as you create vouchers, receipts, and, if applicable, transfer slips.
Item quantities and costs have significant impact on your inventory value and your financial records. For this
reason, it is recommended that you manually enter or edit these values only when entering items already in your
store when you begin using Point of Sale. From that point on, Point of Sale maintains an accurate ledger of
changes in these values with the use of transactional documents (receiving vouchers, receipts, transfer slips, and
adjustment memos) and the Physical Inventory utility. The table below summarizes how quantities and/or costs are
updated in various ways.

Method Comments
Receiving
vouchers
Updates on-hand quantity, average unit cost,
and order cost in inventory. Should be used for
receiving all new and reordered items into
inventory. When you define a new item in
inventory that is to be received later, we
recommend you leave the On-Hand Quantity
and Average Unit Cost fields blank in
inventory and allow the receiving voucher to
update them.
Receipts When an item is sold or returned on a receipt,
the on-hand inventory quantity is adjusted up
or down accordingly.
Adjustment
memos
A memo is used anytime quantity or cost must
be manually adjusted (because it is not
handled by a receiving voucher, receipt, or
physical inventory count). Many actions, such
as conducting a physical inventory, or
manually editing the cost or quantity fields,
automatically create adjustment memos for
you.
Physical
Inventory
Updates on-hand quantities only. Updating a
physical inventory automatically creates
adjustment memos to update inventory.
Transfer slips
(Pro)
A transfer slip has no affect on company
inventory quantities, though it does increase or
decrease the on-hand quantities at the specific
stores involved in the transfer.
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Item Costs/Prices in a Multi-Store Configuration
Enter/Edit Item Price and Cost | Use Price Levels
Pro - Multiple Stores
Note: The ability to see cost fields can be controlled by security rights. If you do not have the right to view item costs, the fields
will be masked like this "*****". This right affects cost fields in inventory and on all documents and reports.

Item costs are averaged as receiving vouchers are saved/received at Headquarters.
Headquarters defines all price levels, item prices, and item order costs. Remote stores cannot directly enter or edit
costs or prices in inventory, therefore cost adjustment memos and Price Manager are only available at
Headquarters.
Remote stores have the capability to select their own default price level and to discount prices at point of sale.
Price changes implemented at Headquarters are conveyed to remote stores, using the price change inventory
reminders. Remote stores can display the price changes made at Headquarters and print updated price tags or
shelf stickers accordingly.

Related Topics
Give sales discounts
Multi-store overview
Inventory overview
Price Manager
Price Manager Overview
How Do I?
Access Price Manager
Start a new price change
Mark down prices for a temporary sale
Print markdown price tags
Restore my previous prices
Delete a Price Manager record
Customize my Price Manager lists
Additional Pro features:
Set up a new discount price
Inactivate or edit a discount
Print discount price tags
Apply discount pricing to sales


Price Manager allows you to create and manage promotional price changes and discounts. Using the employee
security and reporting features of Point of Sale, you can easily control and track the effectiveness of your
promotional pricing.
Pro users can also set up coupons and have additional discount options as explained below and in related topics.

When you first access Price Manager, a list of your recent price changes is displayed in the right panel and choices
for setting up price discounts are displayed in the left panel.
View example screen
Price Manager screen, Pro level shown (Basic users have fewer options)
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Here's how the two components of Price Manager differ:
Change Item Prices
A price change is typically a permanent change to your item prices, though the changes can be reverted if
necessary. In a price change, you can calculate new prices for your items in a variety of ways. The resulting prices
can be reviewed, edited, and temporarily saved until you are ready to implement them, at which point you "apply"
them to inventory.
Price change records are maintained in your Change Item Prices list. Price changes can be restored, returning the
item prices to the level they were at before the change was applied. A prior price change can also be copied (and
then edited) to quickly set up a new similar price change.
From Price Manager, you can print markdown tags with both old and new prices to communicate the savings to
your customers.
To work with Price Changes:
Select Make Price Changes to start a new price adjustment, or
Double-click the name of a recent price change record in the displayed list to open it, or
Select View All to go to your full list of saved price changes
Learn more about changing item prices
Starting a price change

Discount Pricing
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(Free and Basic) You can use Price Manager's discount pricing options to set up and manage manually applied,
line item discounts.
(Pro) You can use Price Manager's discount pricing options to set up and manage automatic and coupon
discounts, in addition to manually applied discounts. Discount prices may be temporary, scheduled discounts that
are in effect for a specified period of time. Each discount price you set up is maintained as a record in your
Discount Pricing list. These records can be reviewed, printed, or copied and you can print discount price tags for
your items to demonstrate potential savings to your customers.
To work with price discounts:
Select a Set Up button to start a new price discount (choices vary with level)
double-click a current discount to edit it
Select View all Discounts to go to your full list of saved discounts.
Learn more about Discount Pricing

Notes:
Only one workstation can be in each area of Price Manager at any time.
(Pro) Only Headquarters can use Price Manager to change item prices or set up discounts. However, the
price change and discount records are sent to remote stores, where they can be viewed and used to print
markdown and/or discount price tags for the merchandise in their store.
Change Item Prices: Overview
How Do I? | Price Manager Overview
Start a new price change
Mark down prices for a temporary sale
Print markdown price tags
Restore my previous prices


Using Price Manager, you can calculate new prices for all or selected items in a variety of ways, from either the
current price or the average unit cost.
A "price change" can be calculated and temporarily saved, applied to inventory when appropriate, and the previous
prices restored later if necessary. From Price Manager, you can print markdown tags with both old and new prices,
or inventory tags with just the new prices.
(Pro) Only Headquarters can change item prices. The price change records are sent to remote stores, where they
can be viewed and used to print markdown price tags for the merchandise in their store.
When you access Price Manager, a list of your recent price changes is displayed:
To open a recent price change record, double-click its name in the list, or
Select View All to go to your full price change list, or
Select Make Price Changes to start a new price change record.
About the Change Item Prices List
This list includes all price changes you have made. There are three possible status conditions for price changes:
Pending: New prices have been calculated but not applied to inventory. You can still review, edit, or clear the
new prices.
Applied: New prices have been applied to inventory and are in effect for sales.
Restored: Your previous prices have been restored.
To view or work with a price change record, select it in the list and then select View or Edit Price Change. Your
options for the displayed record are outlined in the yellow help area on the record. See Working with Lists for
general information on navigating and customizing the list.

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What's important about making price changes?
A "price change" refers to one Price Manager operation. It can include any number of your items. Each
price change is stored as a single record in your Change Item Prices list.
Changing item prices at one price level has no affect on the prices at your other price levels.
A price change is applied to only one of your price levels. You can calculate new prices from one price
level but then apply them to a different price level if desired. This feature allows you to quickly calculate prices
for one level relative to another or to copy prices from one price level to another.
You can calculate item prices in different ways for different groups of items in a single price change. For
example, you could reduce all items in your Shoe department by 10%, in your Clothing Departments by 20%,
and in your Accessories department by 30% and apply all to inventory at one time.
You always have an opportunity to review price changes before applying them to inventory.
A price change can be temporarily saved without the new prices being applied to inventory. This allows
you to prepare a price change ahead of time and then apply it when ready.
A price change can be copied. This is a quick way to make subsequent price changes on the same group
of items. Once copied, you can edit the new price change as necessary.
(Pro) If you use multiple units of measure for an item, the Unit of Measure field is added to the Price Manager
item list. This field reflects your default sell-by unit of measure , and price changes apply to this unit only. If
no default sell-by unit is defined, the base unit of measure is displayed and affected.
Changing Prices for a Temporary Sale
Price Manager Overview

Pro Note: Pro users may want to use Price Manager's automatic discounting option for this purpose.

The restore feature in Price Manager makes it easy to temporarily markdown prices for a sale and then return them
to the previous level when the sale is over.
For example, you might mark down your regular prices by 15% for a weekend sale and then restore them before
opening for business Monday morning.
This is the basic procedure for a temporary price reduction. Use the links in each step for detailed instructions.
To mark down prices for a temporary sale:
1. Start a new price change and enter the price calculation criteria.
If marking down different groups of items by different amounts, select the first group of items in the Price
Change wizard and enter pricing just for that group. After completing the wizard and with the price change item
list displayed, use the Select Items button to specify the second group of items and then Calculate Prices to
enter pricing criteria for them, and so on until all of your new prices are calculated.
2. From the View menu, select Items with New Price.
This choice displays all items for which a new price has been entered, allowing you a final review before
updating inventory with the prices.
3. If desired, print markdown price tags.
4. Select Apply Changes to Inventory.
5. When the sale is over, restore the prices to their previous level.

Notes:
It is recommended you not make other manual price changes to the same items while the sale is going on.
When you restore prices at the end of the sale, all old prices will be restored, overwriting any manual changes
you made in the interim.
Price Change: Rounding the New Prices
Price Change Overview
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This information is applicable to the Price Change wizard, accessed from Price Manager.

On this wizard page you have the option of rounding your new prices to any ending value that you prefer.
Your rounding choices are:
Don't round
Round new prices to the nearest dollar. (Examples: $1.00, $2.00, $9.00, $75.00)
Round new prices to the nearest ten cents (Examples: $0.10, $0.20, $1.90, $25.70)
End new prices with 99 cents (Examples: $0.99, $1.99, $2.99, $59.99)
End new prices with 9 cents (Examples: $0.09, $0.19, $6.49, $99.79)
End new prices with custom values that you define. Click Define Values after selecting this
option. You can enter up to four ending values for your prices. You can view how rounding works with this
option by entering trial prices in the test field provided.
Notes:
To round all prices at one of your price levels at one time, use the procedure for copying one price level to
another with the following differences.
Select the same price level to calculate prices from and to apply new prices to.
Calculate from Price and select As Is for the price adjusting method.
Enter your rounding instructions on this page.
Restoring Previous Prices
Price Change Overview | Printing Tags

Use this procedure to restore item prices to the levels that existed prior to the original price change. The previous
prices are restored for all included items.
Important: Any other price changes made to the same items in the interim are overwritten when restoring a price
change.
To restore to your previous prices:
1. Display the Price Change record you want to restore.
2. Select Restore Prices.
A confirmation dialog is displayed.
3. Select Restore Prices to confirm.

Notes:
You can print inventory tags from Price Manager reflecting the restored (old) prices when done. But be
aware the restored price change record will always display the prices current as of the date of restoration. If
you return to it at a later date and print tags, the tags will print at the current item price, not necessarily that
shown on the restored record.
Discount Pricing: Overview
How Do I? | Price Manager Overview | Discount Reports
Set up an automatic discount
Set up a coupon
Deactivate or edit a discount
Print discount price tags
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Apply discount pricing to sales
Customize my discount pricing list


(Basic) Price Managers discount pricing section allows you to define manual item discount names, which are then
available to select from when giving a manual discount on sales. Discount reports can be filtered by the discount
names.
(Pro) Price Managers discount pricing options lets you define discount pricing for your items in any of three
discount types: Manual, Automatic, Coupons. A virtually unlimited number of discounts can be defined and saved
in Point of Sale.
(Pro) Only Headquarters can add, edit, schedule, or inactivate a discount. The discount records are sent to remote
stores, where they can be viewed and used to print discount price tags for the merchandise in their store.
After accessing Price Manager, do one of the following to work with discount prices:
(Basic) Click Set Up Manual Discount
(Pro) Click the button corresponding to the discount type you wish to set up
OR
Select View all Discounts to go to your full list of saved discounts and then double-click an existing
discount name to edit it
The combination of customer and items may result in more than one discount applying to a sale. When this
happens, Point of Sale will compare the discounts and apply them according to these rules.

Manual Discounts
As the name suggests, these discounts are manually applied to specific items at the time a sale is made. Examples
include:
Discount for a damaged, defective, demo, or discontinued item
Discount to meet or beat a competitor's price
Discount given for any other reason you might have
You name your manual discount reasons in Price Manager, but manually apply and enter a discount amount or
percentage when the sale is rung up. Several default manual discount names are provided; you can add to or
change them to meet your needs.
By specifying the discount reason on the receipt (a drop-down list lets the cashier choose from your predefined
choices) you can track the discounts with Point of Sale reports.
Optional preference: Require manual discount reason on receipts
Applying a manual discount

Automatic Discounts (Pro)
Define an automatic discount and Point of Sale will automatically apply it to qualifying sales during the period the
discount is active. You can specify start and stop dates and times or manually activate/deactivate the discount as
needed.
Notes
You can include any combination of items, except group items, in an automatic discount
An item can be included in more than one automatic discount, subject to some restrictions. Read the
discount tips and rules for more information.
The combination of customer and items may result in more than one discount applying to a sale. When
this happens, Point of Sale will compare the discounts and apply them according to these rules.
If you use multiple units of measure, a quantity discount can be set up for any one of the defined units.

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Four automatic discount types are supported: (T-shirts used as an example):
% Off Offer a percentage off on any purchase of T-shirts.
There is no purchase quantity requirement.
Example
You sell a variety of T-shirts for $15 each.
You set up a discount of 10% off the T-shirts.
Your customers can buy any quantity of the T-
shirts and get 10% off the T-shirt price, or $13.50
each.


$ Off Offer a percentage off on any purchase of T-shirts.
There is no purchase quantity requirement.
Example
You sell a variety of T-shirts for $15 each.
You set up a discount of $2.00 off the T-shirts.
Your customers can buy any quantity of the T-
shirts and will automatically be charged $13.00
each.


Buy X for $Y Buy a specified quantity (X) of T-shirts for a specified
amount (Y).
Option: Apply the discount to additional quantities
(other than multiples of the specified quantity, which
automatically qualify for the discount price).
Example
Normally, you sell a variety of T-shirts for $15
each.
You set up a "Buy 3 for $35" discount on the T-
shirts.
If three of the T-shirts are added to a sales
receipt, Point of Sale discounts the shirts to
$11.67 each.
If you selected the option to discount additional
quantities, a customer would get the $11.67
price on the 4th or 5th T-shirt purchased as well.
If you didn't select this option, these shirts would
revert to $15 each.
Note: If six (or any multiple of three) T-shirts are
purchased, the customer would automatically
receive the discount on all of them even if the
additional quantities option wasn't selected.


Buy X and get
Y% Off
Buy a specified quantity (X) of the T-shirts and get a
percentage (Y) off.
Option: Apply the discount to additional quantities
(other than multiples of the specified quantity, which
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automatically qualify for the discount price).
Example
You normally sell a variety of T-shirts for $15
each.
You set up a "Buy Three and Get 15% Off"
discount
If three of the T-shirts are added to a sales
receipt, Point of Sale discounts the shirts to
$12.75 each.
If you selected the option to discount additional
quantities, a customer would get the $12.75
price on the 4th or 5th T-shirt purchased as well.
If you didn't select this option, these shirts would
revert to $15 each.
Note: If six (or any multiple of three) T-shirts are
purchased, the customer would automatically
receive the discount on all of them even if the
additional quantities option wasn't selected.

An item can be included in more than one automatic discount, subject to some restrictions. Read the
discount tips and rules for more information.
Setting up an automatic discount
Tips and Rules

Coupons (Pro)
Create store coupons with bar codes that can then be scanned or entered at point of sale to give item discounts.
Coupons can be printed on your customer's sales receipts (optionally based on their purchase level ), include
expiration dates, and include either a percentage or dollars-odd discount.
You can also copy the coupon barcode from Point of Sale to your Windows clipboard and then use it to create and
distribute your own coupons via e-mail or another application.
Learn more about using store coupons
Setting up a coupon
Optional preference: Print Coupon with Sales Receipts

Discount Pricing: Set Up or Edit an Automatic Discount
How Do I? | Discount Pricing Overview
Inactivate or edit a discount
Print discount price tags
Apply discount pricing to sales
Access Price Manager
Customize my discount pricing list

Pro
Use this procedure to define and save an automatic pricing discount. A virtually unlimited number of discounts can
be defined and saved.
If you wish to edit an existing discount, start with Step 6 below or click here.
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Tip: If the discount you want to create is similar to an existing one, the quickest way to start is to copy the existing one. Go to your
discount list and select the existing discount, then select Copy. Edit as necessary and save the new discount.
To set up a new discount:
1. Access Price Manager and then select Set Up a New Discount from the overview page. The
New Discount wizard is opened.
OR
From your Discount Pricing list, select New Discount and then on the first page of the New Discount wizard,
select Automatic Discount.
Use the Next and Previous buttons to navigate through the wizard pages.
2. Discount Rules page: Enter or edit the following. View Sample


3.
Discount type: Select % Off, $ Off, Buy X for $Y, or Buy X and Get Y% Off and enter the
requested information to define the discount:
Read a description and examples of each discount type here.
On the quantity discount options, select or clear the checkbox to discount additional
quantities.
Start/end dates: Optionally, select the checkbox and enter the starting and ending date/time for
the discount to be applied. Prices will revert to the pre-discount level when the end date/time is reached.
3. Price Level page: Specify the price level or price levels to which the discount applies. View
Sample
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4.
The discount will not apply to sales made at price levels other than what is selected here.
Your Regular Price is pre-selected by default. Make changes by selecting or clearing the checkbox for each of
your price levels. At least one price level must be selected.
4. Choose Items page: Tell Point of Sale which items qualify for the discount. View Sample


5.
You can choose all items*, items from a specific department or vendor, items with a particular name, or select
Custom to enter filter criteria to select other groups of items.
5. Review Items page: If you selected Custom on the previous page or if you are editing a saved
discount, a list of the included items is displayed for your review. View Sample
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6.
If this is a new discount, click Apply Filter to enter criteria for selecting items. Click Help on the Filtered View
window for additional instructions.
By default, all items listed are included in the discount. If necessary, clear item checkboxes to remove items.
6. Name and Notes page: A unique name is required for each discount. Use a descriptive name so
you can easily find it later in your Discount Pricing list. Notes can help you recall details of the promotion.
About discount names
7. Select Finish. The wizard is closed and your Discount Pricing list is displayed.
Discount Price Tags: Highlight the discount in the list and select Print > Price Discount Tags to
print discount tags if desired.
Editing the discount: You can revise the discount type, items, schedule, or make the discount
inactive at anytime Learn more about editing a discount.

Notes:
* "All Items" means all items in inventory at the time the discount is defined. New items you add to
inventory after this are not automatically added to the list of eligible items for the discount. To make newly
added items eligible, edit the discount record and choose "All Items" again.
If you attempt to add an item that is included in another active discount, you will be blocked or warned.
Read the rules about adding the same item to more than one discount.
(Multi-Store) The discount record is sent to remote stores on your next Store Exchange. The remote stores
can open and view the record and print discount price tags for the merchandise in their store.
Related Topics
Applying discounts to sales
Tips and rules for discounts
Discount Pricing: Set Up or Edit a Coupon
How Do I? | Using Store Coupons: Overview
Print coupons on sales receipt (preference)
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Redeem coupons on sales
Access Price Manager
Customize my discount pricing list

Pro
To add or edit a store coupon:
Tip: Create new coupon by copying an existing one
If the coupon you want to create is similar to an existing one, the quickest way to add it is to copy the existing
one. Go to your discount list and select the existing coupon, then select Copy. Edit as necessary and save.


1. Access Price Manager and then:
To add a coupon: Select Set Up Coupon from the overview page (or New Discount from your
Discount Pricing list).
To edit a coupon: Display your Discount Pricing list, select the coupon and then select Edit from
the window toolbar.
The Discount wizard is opened. Use the Next and Previous buttons to navigate through the wizard pages.
2. Coupon Rules page: Enter or edit the following. View Sample


3.
Discount: Specify either % Off (percentage) or $ Off (dollars) off and enter the percentage or
dollar discount to be applied.
Barcode: Accept the program-generated barcode or scan/enter one of your own in this field.
Tip: Use coupon barcodes in other applications
You can quickly copy your coupon barcode to the Windows clipboard using the button provided. You can then
paste it into another application or in an e-mail to send to your customers.
Note: The ability to scan a copied/pasted bar code will vary with the application and printer used. Test your
application, printer, and scanner to be sure coupons work before printing and distributing a large quantity. We
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also recommend you always include the actual numbers below the bar code so that you can manually enter it
on a sales receipt if necessary.


Tip: Honor manufacturer or competitor coupons
You can honor (or even beat) a manufacturer's or competitor's using the Point of Sale coupon feature. Scan the
barcode on the coupon into the Barcode field in the Set Up Discount wizard, and enter the discount, expiration,
and item information. Now, when a customer brings that same coupon in, you can scan it on a sales receipt it
will apply the discount you defined to the applicable items!
Note: Point of Sale does not include the ability to track sales using manufacturer's coupons for the purpose of
redemption with the manufacturer. All discounts given by coupon are reported in one single category and, if
applicable, are sent to QuickBooks financial software as a single discount category.


Expiration Date: Optionally, select the checkbox and enter the last date on which the coupon will
be accepted. After this date, cashier will receive a "coupon expired" message if attempting to use it.
3. Price Level page: Specify the price level or price levels to which the coupon will apply. View
Sample


4.
The coupon will not apply to sales made at price levels other than what is selected here.
Your Regular Price is pre-selected by default. Make changes by selecting or clearing the checkbox for each of
your price levels. At least one price level must be selected.
4. Choose Items page: Tell Point of Sale what items qualify for the coupon discount. View Sample

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5.
You can choose all items, items from a specific department or vendor, items with a particular name, or select
Custom to enter filter criteria to select other groups of items.
5. Review Items page: If you selected Custom on the previous page or if you are editing a
previous coupon, a list of the included items is displayed for your review. View Sample


6.
If this is a new coupon, click Apply Filter to enter filtering criteria to populate the item list. Click Help on the
Filtered View window for additional instructions.
By default, all items listed are included in the discount. If necessary, clear item checkboxes to remove items.
6. Name and Notes page: A unique name is required for each active coupon. Use a descriptive
name so you can easily find it later in your Discount Pricing list. Notes are printed on the coupon and can
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be used to summarize what items are eligible, restrictions that apply, a thank you, or whatever other
information you may wish to include.
View Sample



About discount names
7. Select Finish. The wizard is closed.
8. (Optional) In company preferences, set options for printing the coupon on sales receipts.

Notes:
If you attempt to add an item that is included in another active discount, you will be blocked or warned.
Read the rules about adding the same item to more than one discount.
"All Items" means all items in inventory when the coupon is defined. New items you add to inventory after
this are not automatically added to the list of eligible items for the coupon. If you want newly added inventory
items to be eligible, return to the wizard and edit the item page to choose "All Items" again.
(Multi-Store) The coupon record is sent to remote stores on your next Store Exchange. The remote stores
can immediately begin printing and redeeming the coupons.
Related Topics
Applying discounts to sales
Discount Pricing: Overview
How Do I? | Price Manager Overview | Discount Reports
Set up an automatic discount
Set up a coupon
Deactivate or edit a discount
Print discount price tags
Apply discount pricing to sales
Customize my discount pricing list


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(Basic) Price Managers discount pricing section allows you to define manual item discount names, which are then
available to select from when giving a manual discount on sales. Discount reports can be filtered by the discount
names.
(Pro) Price Managers discount pricing options lets you define discount pricing for your items in any of three
discount types: Manual, Automatic, Coupons. A virtually unlimited number of discounts can be defined and saved
in Point of Sale.
(Pro) Only Headquarters can add, edit, schedule, or inactivate a discount. The discount records are sent to remote
stores, where they can be viewed and used to print discount price tags for the merchandise in their store.
After accessing Price Manager, do one of the following to work with discount prices:
(Basic) Click Set Up Manual Discount
(Pro) Click the button corresponding to the discount type you wish to set up
OR
Select View all Discounts to go to your full list of saved discounts and then double-click an existing
discount name to edit it
The combination of customer and items may result in more than one discount applying to a sale. When this
happens, Point of Sale will compare the discounts and apply them according to these rules.

Manual Discounts
As the name suggests, these discounts are manually applied to specific items at the time a sale is made. Examples
include:
Discount for a damaged, defective, demo, or discontinued item
Discount to meet or beat a competitor's price
Discount given for any other reason you might have
You name your manual discount reasons in Price Manager, but manually apply and enter a discount amount or
percentage when the sale is rung up. Several default manual discount names are provided; you can add to or
change them to meet your needs.
By specifying the discount reason on the receipt (a drop-down list lets the cashier choose from your predefined
choices) you can track the discounts with Point of Sale reports.
Optional preference: Require manual discount reason on receipts
Applying a manual discount

Automatic Discounts (Pro)
Define an automatic discount and Point of Sale will automatically apply it to qualifying sales during the period the
discount is active. You can specify start and stop dates and times or manually activate/deactivate the discount as
needed.
Notes
You can include any combination of items, except group items, in an automatic discount
An item can be included in more than one automatic discount, subject to some restrictions. Read the
discount tips and rules for more information.
The combination of customer and items may result in more than one discount applying to a sale. When
this happens, Point of Sale will compare the discounts and apply them according to these rules.
If you use multiple units of measure, a quantity discount can be set up for any one of the defined units.


Four automatic discount types are supported: (T-shirts used as an example):
% Off Offer a percentage off on any purchase of T-shirts.
There is no purchase quantity requirement.
Example
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You sell a variety of T-shirts for $15 each.
You set up a discount of 10% off the T-shirts.
Your customers can buy any quantity of the T-
shirts and get 10% off the T-shirt price, or $13.50
each.


$ Off Offer a percentage off on any purchase of T-shirts.
There is no purchase quantity requirement.
Example
You sell a variety of T-shirts for $15 each.
You set up a discount of $2.00 off the T-shirts.
Your customers can buy any quantity of the T-
shirts and will automatically be charged $13.00
each.


Buy X for $Y Buy a specified quantity (X) of T-shirts for a specified
amount (Y).
Option: Apply the discount to additional quantities
(other than multiples of the specified quantity, which
automatically qualify for the discount price).
Example
Normally, you sell a variety of T-shirts for $15
each.
You set up a "Buy 3 for $35" discount on the T-
shirts.
If three of the T-shirts are added to a sales
receipt, Point of Sale discounts the shirts to
$11.67 each.
If you selected the option to discount additional
quantities, a customer would get the $11.67
price on the 4th or 5th T-shirt purchased as well.
If you didn't select this option, these shirts would
revert to $15 each.
Note: If six (or any multiple of three) T-shirts are
purchased, the customer would automatically
receive the discount on all of them even if the
additional quantities option wasn't selected.


Buy X and get
Y% Off
Buy a specified quantity (X) of the T-shirts and get a
percentage (Y) off.
Option: Apply the discount to additional quantities
(other than multiples of the specified quantity, which
automatically qualify for the discount price).
Example
You normally sell a variety of T-shirts for $15
each.
You set up a "Buy Three and Get 15% Off"
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discount
If three of the T-shirts are added to a sales
receipt, Point of Sale discounts the shirts to
$12.75 each.
If you selected the option to discount additional
quantities, a customer would get the $12.75
price on the 4th or 5th T-shirt purchased as well.
If you didn't select this option, these shirts would
revert to $15 each.
Note: If six (or any multiple of three) T-shirts are
purchased, the customer would automatically
receive the discount on all of them even if the
additional quantities option wasn't selected.

An item can be included in more than one automatic discount, subject to some restrictions. Read the
discount tips and rules for more information.
Setting up an automatic discount
Tips and Rules

Coupons (Pro)
Create store coupons with bar codes that can then be scanned or entered at point of sale to give item discounts.
Coupons can be printed on your customer's sales receipts (optionally based on their purchase level ), include
expiration dates, and include either a percentage or dollars-odd discount.
You can also copy the coupon barcode from Point of Sale to your Windows clipboard and then use it to create and
distribute your own coupons via e-mail or another application.
Learn more about using store coupons
Setting up a coupon
Optional preference: Print Coupon with Sales Receipts

Discount Pricing List
How Do I? | Discount Pricing Overview
Set up a new discount
Deactivate or edit a discount
Print discount price tags
Apply discount pricing to sales
Customize my discount pricing list
Access Price Manager

Pro
The Discount Pricing list displays all of your non-deleted automatic, manual, and coupon discount price records.
What's important about this list?
You can customize the columns or filter the list to provide a snapshot of your discounting activities. The example
shown is filtered to show only active discounts with sales and profit columns added to help evaluate the
effectiveness of the discount.
View example list
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What can I do from this list?
Change View Select Collapse/Expand to switch views between the full list and a tri-pane view with the
information panel on the right (shows details of the selected discount on the right).
Add a Discount Select New Discount to set up a new discount price or select Copy to quickly start a
new discount by copying an existing one. J ust edit the copy in the discount wizard for changes and save with
a new name.
Edit a Discount Highlight an existing discount and then select Edit Discount to open the discount
wizard and make changes.
Acti vate/Deactivate a Discount Automatic and coupon discounts can be activated/deactivated from
the list. Select a discount, and then from the I Want To menu, select Acti vate/Deacti vate Discount. An
inactive discount is not applied to sales.
Delete a Discount Select a discount or discounts (How do I select multiple discounts in the list? ) in
the list and choose Delete Discount(s) from the I Want To Menu. You can still use the discount reports to
evaluate the effectiveness of a discount after deleting it since the discount information is recorded on sales
receipts.
Print Options Choices from the Print menu include printing discount or regular price tags, a Discount
Price List (by item, for currently selected discount) or a List of Discounts (all discounts). Printing are limited
for some discount types.
Review Conflicts Look for the conflict warning icon at the left of the list. Pause your mouse
pointer over the icon for further information on what the conflict might be. Typically, this icon indicates that the
same item is included in multiple discounts.
Automatic Discount Tips and Rules
How Do I? | Discount Pricing Overview | Discount Reports
Set up a new discount
Inactivate or edit a discount
Print discount price tags
Apply discount pricing to sales
Customize my discount pricing list

Pro
General Discount Tips
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Discounts set up in Price manager do not change your inventory item prices. They are applied only at the
time of sale or on a customer order when active.
To view discount price information, select Edit Discount, and then navigate to the items page of the Edit
Discount wizard. You can then customize the columns in the item list to include both the regular and discount
prices for each of the price levels included in the discount. In the sample shown, the discount is being applied
to both the Regular Price and the Sale price levels, so the discount price column for each has been added to
the column display.

To see the regular and discount prices of an item at all selected price levels without adding columns for
each, rest your mouse pointer over the Regular Price Discount column:


Conflicting Items Rules
The same item is never allowed in two active, unscheduled discounts. Point of Sale will force you to
remove the item from one of the discounts.
An item can be included in multiple scheduled discounts or in a combination of scheduled and active
unscheduled discounts at the same time. However, this may result in a discount conflict and Point of Sale will
alert you with messages and by adding icons to the discount record and item list. Hover your mouse over an
icon for additional information.

o A yellow warning icon is more serious; it typically means that the item is in two currently active
discounts. To resolve the conflict, remove the item from one of the discounts or change the schedules so
they don't overlap or make one of the discounts inactive.
o A yellow warning icon could also be alerting you that the discount price is higher than your normal
inventory price. Review the discount price to ensure it is what you had intended.
o A blue information icon means the same item is included in another future discount. This doesn't
demand your immediate attention, but you should be aware of the condition as it could become a conflict
if the future discount begins before this one ends.
If an item is in multiple active discounts when you sell it, Point of Sale follows these rules in determining
which of the discounts to apply. Only one of the discounts is ever applied.
o A scheduled discount takes priority and is applied over an unscheduled discount
o Among two scheduled discounts, the one with the later start date takes priority and is applied
o See complete discount priority rules, including interaction with other discount types, here
Printing Price Tags from Price Manager
Price Manager Overview | Tag Printing Overview

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When using Price Manger to change item prices or set up an automatic discount, you can print markdown,
discount, or regular inventory price tags. Markdown and discount tags are a good way to communicate savings to
your customers.
Markdown Tags: Includes both old (lined out) and new price. Available for price changes only. View
Sample

Discount Tags: (Pro) Includes the regular item price and the discount terms and price. Shown is a sample
tag for a "X for $Y" discount type. Available for discount prices only. View Sample

Inventory Tags: Includes the current item price only. This is the same as printing tags from your item list.
Note that on a price change, this value will be different depending on the status of the price change. If
Pending, the old price is printed since the new price has not yet been applied. If Applied, the tag will print
with the new price. And if Restored, it will again print the old price. View Sample

To print tags in Price Manager:
1. Calculate a price change or set up an automatic discount and display the record.
If a price change is still pending, it is recommended that you select Items with New Price from the View drop-
down list to ensure you are viewing all the items for which a new price has been entered.
2. If printing tags for only some of the included items, select them. How do I select just some
items?
3. From the Print menu, select the tag type you wish to print.
4. Change options in the Print dialog as necessary:
Whether printing tags for all items or selected items.
The quantity of tags to print (the on-hand quantity or a specified number).
The tag template to be used. How do I select a template?
5. Select Print.

For additional information, read the basic tag printing instructions.
Deleting Price Manager Records
Price Manager Overview

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Price Changes Only "pending" price change records can be deleted. Once a price change has been applied to
inventory it becomes a permanent record of the change. Even after restoring a price change, the record still
remains permanently in your price change list.
Keep in mind that once you delete a record, it cannot be recovered, copied, or printed. We suggest you review and
print new price tags if necessary and consider making a backup of your data before proceeding.
Price discounts Discount records (such as manual item discounts) can be deleted at anytime. This is because
discount records do not actually change your inventory prices. Rather, they apply the discount to qualifying sales at
the time of sale.
To do this task:
1. Display your Change Item Prices or Discount Pricing list.
2. Select the records you wish to delete. How do I select multiple records?
3. From the I Want To menu, select Delete Price Changes or Delete Discounts.
4. Confirm the deletion when prompted.

Note : You can still use the discount reports to evaluate the effectiveness of a discount after deleting it since the discount
information is recorded on your sales receipts.
Using Departments
Departments Overview
How do I? | Plan Your Departments

In most retail businesses, related merchandise is grouped into departments. Establishing and using departments is
a good way to monitor sales performance, manage inventory, and run meaningful reports, which will help you to
make informed buying decisions. A well-designed department structure will also save you time and give you greater
flexibility when conducting a physical inventory, changing prices, and printing tags.
How many departments should you have? That depends on the level of detail you wish to see on reports and how
you want to work with categories of items with tasks, such as changing prices or talking inventory. Use the Plan
Your Departments link above for some ideas and guidance on this important decision.
Each department must be identified by a unique department name. Departments can also be identified by a
department code which can be used to search for a department record and is printed on price tags. Each item
added to your inventory then must be assigned to one of your departments. Department options, such as default
tax codes and profit margin/markup are automatically suggested when you assign new items to a department in
inventory. Assigning inventory items to departments allows Point of Sale to track and report on the merchandise in
each department as it is ordered, received, and sold.
View an example department structure
(Pro) Remote stores can view department records and use them to filter reports, but only Headquarters can add or
edit departments.

Related Topics
Department field descriptions
Security rights for departments
Plan your Departments
Add a Department | Department Overview

The number of merchandise departments you use will depend on how you plan to evaluate sales performance and
on your buying strategy. You can put all merchandise into a single department, but you may want to consider the
benefits of setting up a more detailed department structure. Carefully planned departments allow you to view, edit,
conduct physical counts, or run reports for selected groups of merchandise.
Consider the following when planning your departments:
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How do you want to break out sales, merchandise, and purchasing reports?
Do you want to be able to filter your item list for purposes of changing prices, printing price tags, or
conducting physical inventory counts by merchandise categories?
Do you have categories of merchandise that are taxed differently or that you price differently than others?
Point of Sale can maintain a virtually unlimited number of departments; however too many departments
can result in too much detail on reports, which makes it difficult to get useful, consolidated data. It is
recommended that you define only as many departments as you need to effectively manage your
merchandise purchasing and reporting.
Department Codes
While not required, department codes provide an efficient way to locate a department record and can be useful
when you wish the item department to be included on price tags where space is limited. Department codes can be
one to three alphanumeric characters of your choosing.
View an example department structure

Related Topics
Edit a department record
Find a department record
Access Departments Records
How do I? | Departments Overview
Access your department records in one of these ways:
From the Inventory menu, select New Department to create a new department record or
Department List to view existing departments
With the cursor in the Department field on an item record, click the down arrow to display a list of
your departments from which you can choose
Add a New Department
How do I? | Plan Your Departments | Department Overview
To add a new department:
1. Select New Department from the Inventory menu.
Or, if your department list is already displayed, select New Department from the window toolbar.
A blank department form is opened.
2. Enter a Department name (required).
3. Enter any additional information in the optional department fields.
4. Select Save or Save & New (if immediately adding another record).

Notes:
If you imported inventory items from QuickBooks, all the imported items were put into a single department
named QuickBooks. Review, add, or edit departments as needed to make them useful for your purposes. If
you edit a department name, be sure to reassign the new name to items in inventory that are in that
department.
New departments can also be added directly in the department list using list edit mode.
(Pro) Only Headquarters can add or edit departments.
My markup value sometimes changes right after I enter it. Why?
Related Topics
Copy a department record
Use a pricing formula for new items
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Print department records
Search for a Department
Sort a List | Filter a List | Department Overview
To search for a department record:
1. Enter a search keyword or keywords for the department name or department code in the Find
Department field at the top of your department list.
2. Click the magnifying glass icon or press <Enter>.
4. In the Find window, you can confirm and select the correct department or narrow your search:
Highlight a record and double-click, press <Enter>, or choose Select Department.
The department form is displayed.
OR
Select Advanced Find to narrow your search to a specific field or specify other search criteria
and search again
Select Add New to add a new department
Select Go to Department List to display your full department list
Back to top

Related Topics
Customize the columns in the Find window
Edit a Department Record
Department Field Descriptions | Department Overview

You can freely edit department records as needed. However, read the notes below about the effect of editing
specific department fields.
To edit a department record:
1. Highlight or select the department record you want to modify.
2. Select Edit from the window tool bar.
3. Modify the department fields, as necessary.
4. Select Save.

If you want to edit multiple records at one time in your department list, you can do so by turning on list edit mode.

Notes:
Editing a department name in the department file does not change the name on item records in inventory.
To correct inventory items, you must edit the department name for each item assigned to that department to
reflect the new name.
Changes to a department name are automatically reflected in other program areas and on reports.
Editing the margin/markup or tax code does not update existing items in inventory. These values are used
only when adding new items to inventory. My markup value sometimes changes right after I enter it. Why?
Related Topics
Find a department record
Delete a department
Edit an item
Delete a Department Record
Find a Department Record | Department Overview
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Use this procedure to delete a department that you no longer use. Deleting a department record does not affect
existing inventory records or history documents. The department name remains in place in both of those areas and
reports can still be generated for the deleted department.
To delete a department record:
1. Highlight the department record that you want to delete.
2. From I Want To.., choose Delete Department(s).

Notes:
Deleting a department record does not remove the department from item records. If the department is still
in place on item records, the item records should be updated to reflect your new department structure.
Related Topics
Edit a department
Add a new department
Copy a Department Record
Department Field Descriptions | Department Overview

If an existing department is similar to one you want to add, copy the existing department and edit the copy to reflect
the new department information.
To create a department by copying an existing department record:
1. In your department list, highlight the department record to be copied.
2. Select Copy from the window toolbar.
All the fields from the original department are copied to a new record.
3. Enter a unique Department Name and modify the other department fields, as necessary.
4. Select Save or Save & New (if immediately adding another record).

Related Topics
Find a department record
Edit a department record
Delete a department
Use a Department Pricing Formula for New Items
Item Price and Cost | Department Overview

Point of Sales pricing formula can be used to calculate item prices when they are first added or received into
inventory.
When a new item is added and assigned to a department with a predefined margin or markup, Point of Sale will
calculate your regular price from the average unit cost by applying the specified margin/markup. Prices for your
other price levels are calculated based on the price level markdowns defined in company preferences.

Note: The ability to see cost fields, including margin and markup and other fields related to cost, can be controlled by security
rights. If you do not have the right to view item costs, the fields will be masked like this "*****". This right affects cost fields in
inventory and on all documents and reports.
To define a default department margin or a markup:
1. Display the department record.
2. Enter a margin value in the Margin % field or a markup value in the Markup % field. Entering
either results in the other being calculated and auto-filled by Point of Sale.
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My markup value sometimes changes right after I enter it. Why?
3. Select Save.

Notes:
The department pricing formula is applied only to new items (previous price =$0) added to inventory. It is
not applied to the prices of existing items when item costs change.
If you prefer not to use Point of Sales pricing formula, do not enter a margin or markup on the department
record. Manually enter item prices as you add items to inventory.
Margin and markup can be edited in inventory for individual items as necessary. J ust edit the Margin % or
Markup % fields of individual item records.
Related Topics
Edit a department
Print or Export your Department List
Printing Basics | Department Overview
To print or export your department list:
1. Display your department list and select those you want to include in the output:
If including all departments, you do not need to make a selection. Ensure the list filter is set to
display All Departments.
To include a subset of your list, filter the list first or select those you want included. How do I
select multiple departments?
2. Select Print departments from the Print menu or Export to Excel from the I Want To menu.
3. If printing, in the Print Departments dialog, select:
Print all departments to include all departments currently displayed in the list
Print selected departments to include only the departments selected
A preview of the department list is displayed. Select Print to finish.
If exporting, follow the on-screen prompts. Select Help on the export dialogs for more information.

Related Topics
Export List Data
Department Fields
Department Overview | Adding a Department

Refer to the table below for descriptions of each department field. Fields shown in brackets, e.g. [field name], are
suggested or read-only fields auto-filled by Point of Sale.
If, when viewing a record list, columns (fields) shown below are not visible, you can use the customize columns
feature to add them.
Note: The ability to see cost fields, including margin and markup and other fields related to cost, can be controlled by security
rights. If you do not have the right to view item costs, the fields will be masked like this "*****". This right affects cost fields in
inventory and on all documents and reports.

Field Usage
Dept Code Optional: Enter a 1-3 character code for use in
listing a department on an item record and
printing on price tags.
Dept Name Required: Enter a descriptive name for the
department to assist in easy identification. This
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name helps you identify the department on
reports and in lists. Read about planning your
departments.
Margin% Enter a default margin percentage for use with a
pricing formula. If you do not wish Point of Sale
to calculate prices for new items as they are
added to inventory, leave this field and the
Markup% field at 0. Default =0%.
Markup% Markup percentage is an alternate way to
display your desired profit margin, by marking
up from item cost. Entering either a margin or a
markup will display an automatic calculation in
the other field. Default =0%.
My markup value sometimes changes right after
I enter it. Why?
[Tax Code] Suggested as the default department tax code
specified in company preferences. Select
another tax code from the drop-down list, as
needed. When a new item is added to inventory
with this department code, the tax code
specified here is suggested for the item.
Data field overview
Department overview
Assembl y and Group Items
Should I use an Assembly or a Group Item?
Assembly Overview | Group Overview
Pro
Item assemblies and groups both offer a way to sell a predefined set of items by listing a single item on a sales
document. However, the two item types vary in several ways, as outlined below.
Key questions to ask when deciding between an assembly and a group?
Do you want to physically pre-build the set, thus removing the component item quantities from inventory?
Do you want the component item quantities in the set to remain available for individual sale?
Do you want the individual items printed on customer receipts or just the set as a single item?
Do you sell more of the items individually or as a set?
Will there be both taxable and non-taxable component items?

Key Differences Between Assembly and Group Items
Option Assembly Group
Pre-built? Yes No
Sell component items
individually?
No* Yes
Can include service and
non-inventory items?
Yes Yes
Can include assembly item
as component?
Yes Yes
Can include group item as
component?
No No
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Assembly/group item
printed on receipt?
Yes Yes
Assembly/group item price
printed on receipt?
Yes Optional**
Component items printed
on receipt?
No Yes
Component item prices
printed on receipt?
No Optional**
Can contain both taxable
and non-taxable items?
No*** Yes
Can assign discounted
price?
Yes Yes
Track costs and quantities? Yes No****
* Quantities of component items not pre-built into assemblies can be sold individually and built assemblies can
be
broken, freeing the component items for individual sale.
** Controlled with a preference setting.
*** After assembly, the single tax code assigned to the assembly item determines if it is taxed or not. The entire
assembly is subject to the same tax code, so taxable and non-taxable items should not be mixed.
**** Quantities and costs of group component items are tracked individually, not as a group.
Assembly Items Overview
Inventory Overview | About Item Types | Group Items
Pro
An assembly item is an item that is itself composed of two or more other inventory items and sold as a set. For
example, a "Ski Slope Package" could be defined as an assembly item made up of a pair of skis, bindings, and
boots, all of which already exist in your inventory as individual items. Assembly items are often used to sell a set of
items at a discount.
You "build" assembly items from the existing items in inventory, which are referred to as the component items. An
assembly item can also be a component item of another assembly. When you build an assembly, the on-hand
quantity of each component item is reduced by the quantity of the item included in the assembly and the on-hand
quantity of the assembly item is increased by one. The number of assemblies you can build is dependent on the
on-hand quantity of the component items. Assemblies can also be broken, thus freeing the component items to be
sold individually again.
The assembled item has a single associated tax code; the entire assembly is taxed or not based on this code. Use
judgement and observe local tax regulations if mixing taxable and non-taxable items in an assembly. Consider
listing a non-taxable component as a separate service or non-inventory item on the receipt or use a group item
instead. You can even include an assembly item in a group item.
How does an assembly item differ from a group item?
Once an assembly is defined and built, it can be listed on documents in the same manner as other items. Sales
reports include assembly items as unique items and do not report on the component items that are included. Keep
reporting needs in mind when you assign a department, vendor, and descriptions to your assembly items.
(Multi-store) Only Headquarters can define assembly items, but remote stores can build and break assemblies as
necessary to meet local sales demand.

Related topics
Add and build assembly items
Break, edit, and delete assembly items
List assembly items on documents
Add and Build Assembly Items
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182
Assembly Item Overview | Break or Edit Assemblies
Pro

An assembly must be defined and then built to make it available to sell.
Should I be using a group item instead?
(Multi-store) Only Headquarters can define an assembly item. Once defined, both Headquarters and remote stores
can build (or break) assemblies as needed; Headquarters for any store; remote stores for the local store only.
To define and build assemblies:
1. Be sure all component items have been added to inventory individually.
2. From you item list, click Add.
3. Enter a descriptive name for the assembly item in the Item Name field.
4. In the item Type field, select Assembly.
5. Specify a department (required) and a vendor (optional).
If the items included in the assembly come from more than one department or vendor, you may want to set up
a new department and/or vendor called Assemblies, or similar, to track and report the sale of assembly items.
6. Enter information in other item fields as appropriate.
You cannot enter an On-Hand Quantity or Average Unit Cost at this time. The quantity will be
created when you "build" the assemblies; the average unit cost will be automatically calculated as the sum
of the average unit costs of the component items. This cost will be recalculated each time you build or
break assemblies.
Optionally, enter a Regular Price. If a price isnt entered, Point of Sale will auto-fill the field with
the sum of the component item prices once they are added. You can edit the price later, if needed.
Enter a Tax Code. The entire assembly will be taxed (or not) based on this code. You cannot mix
taxable and non-taxable item component items in an assembly.
To include the assembly item on Build Point reports and reorder Reminders (to be reminded to
build more of the assembly) enter the minimum desired on-hand quantity in the Reorder Point field.
7. Click Save. The assembly item is added to your item list and displayed with details.
8. Click the Assembly button next to the item Type field.
The Assembly Details window is displayed. The information entered so far is shown on the left and the grid on
right is used to display the component items in the assembly.
View Example
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8.
9. Click Edit Assembly.
10. In the Scan or enter item information drop-down box, scan or type item information to search
for the item to add. .
9.
Use any of these methods to add items to the group:
Scan the bar code from the item tag.
Type the item's UPC, Item #, or alternate lookup value and press <Enter> Learn more about
these item identifiers
Search by item name (beginning characters) or other item keyword. J ust begin typing the
name or keyword and a list of matching items is displayed. Select an item from the list by clicking
it (keyboard users, press the down arrow key to scroll, then <Enter> to select). The selected
item is added to the to the group with a quantity of 1.

If no matching item is found, check your spelling or the identifier you entered.
Entering fewer characters will find more matches.
To see your entire item list, click the icon with no entry in the Add Item field. You
can scroll through the list looking for the needed item.
Click Add New Item to Inventory if needed.
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184
Learn more about adding items to documents
10.
11. Specify the quantity of the component item.
12. By default, each item is listed with a quantity of one. Click the Qty+ and Qty- button to quickly
increase/decrease by one or click the Qty button to enter another number. Quantity is the only editable
field for the component items.
13. Repeat to add all items in the assembly.
14. Click Build at the top of the window.
Headquarters in multi-store only: Specify the store for which you are building the assemblies.
The Build Assembly dialog is displayed, notifying you of the maximum number of assemblies that
can be built. This number is based on the available on-hand quantities of the component items.
15. Specify the number of assemblies you wish to build and then select Build.
16. Click OK on the confirmation dialog.
17. Click Save.

Notes:
When assemblies are built, the on-hand quantity of the assembly item is increased by the quantity you
choose to build. The on-hand quantity of each component item is reduced by the total number included in the
built assemblies.
Quantity and cost adjustment memos are automatically created to adjust inventory when building
assemblies. The logged in users name will be entered on the memo, along with appropriate comments
("Assembly created from inventory") and reason ("Creat Asm"). If users are not required to log in, you will be
prompted to enter a user name for the memo(s) upon creation.
An assembly item can be a component item of another assembly item.
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Related Topics
Sell an Assembly Item
List an Assembly Item on a Document
Assembly Item Overview | List Items on Documents
Pro
An assembly item is a discrete item that can be listed on documents, such as sales receipts, in the normal manner.
When listing an assembly item:
The assembly item is listed, the individual component items are not
The assembly item price (defined in inventory) and tax code is automatically suggested
Normal item editing procedures are available
If necessary, an assembly item can be "broken" to free the component items for individual sale
Related Topics
Edit listed items
Break, Edit, or Delete Assembly Items
Assembly Items Overview | Add/Build Assembly Items
Pro
You can break, edit, or delete assemblies as needed to free the individual component items, to change the
component items or quantities, or to discontinue using the assembly.
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Breaking an assembly makes the component items available for sale individually. This option is only available if the
on-hand quantity of the assembly item is greater than zero (0).
(Multi-store) Remote stores are limited to breaking assemblies at their own store and cannot edit or delete the
assembly item.
To break assemblies:
1. Locate and highlight the assembly item in your item list.
2. Click Show Details.
3. Click the Assembly button next to the item Type field. The Assembly Details are shown.
4. Click Edit Assembly. The Edit Assembly window is opened.
5. Click Break at the top of the Edit Assembly window.
Headquarters in multi-store only: Specify the store for which you are breaking the assemblies.
The Break Assembly dialog displays the number of existing assemblies that can be broken.
6. Specify the number of assemblies you would like to break and then click Break in the dialog.
7. Click OK on the confirmation dialog.
8. Click Save.

Notes:
Breaking an assembly reduces the on-hand quantity of the assembly item by one (for each assembly
broken) and increases the on-hand quantity of each component item by the total number included in the
broken assemblies.
Quantity and cost adjustment memos are automatically created to adjust inventory when breaking
assemblies. The logged in users name will be entered on the memo, along with appropriate comments
("Assembly broken from inventory") and reason ("Brk Asm"). If users are not required to log in, you will be
prompted to enter a user name for the memo(s) upon creation.
If an assembly item includes a second assembly item as one of its components, then breaking the first
assembly does not break the second assembly contained therein.
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To edit an assembly (Headquarters only in multi-store):
Assembly item descriptive fields, price, vendor, etc. can be edited at any time using standard inventory editing
procedures. However, the component items can only be changed if the on-hand quantity of the assembly item is
zero (0). Existing assemblies must be broken before changes to the component items are allowed.
1. Highlight the assembly item in your item list.
2. Click Show Details.
3. Click the Assembly button next to the item Type field. The Assembly Details are shown.
4. Click Edit Assembly. The Edit Assembly window is opened.
5. If the on-hand quantity is not zero (0), click Break and break all existing assemblies.
(Multi-store) All assemblies at all stores must be broken before the assembly component items can be edited.
5. Use normal procedures to add, edit, or delete component items.
6. Select Save to record your changes.
You can now build new assemblies with the changed component items.
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To delete an assembly item (Headquarters only in multi-store):
Deleting an assembly item requires that you first break all existing assemblies and remove the component items
from the assembly item.
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1. Break all existing assemblies, remove the component items, and save (select the links above for
instructions, if necessary).
2. With the assembly item highlighted (list) or displayed (form), select Delete from the I Want To
menu.
If the assembly item is listed on active order documents, you will be alerted and asked to confirm
the deletion. If you answer yes, the item will be deleted and cost/quantity memos created to adjust
inventory. It is recommended that you then edit any order documents to remove the deleted assembly
item.

Related Topics
Assembly item overview
Add and build assembly items
Group Items: Overview
How do I? | About Item Types
Add a group item to inventory
Edit or delete a group item
List a group item on documents

Pro
Overview
A group item is not really an item at all, even though it is defined in inventory in the same manner as other items.
Rather, a group item merely provides an efficient method to list all of the component items on a document by
entering a single item identifier, optionally at a discounted price. Quantities and costs are not tracked for the group
item; they are tracked for the individual component items included in the group.
The component items included in a group remain in inventory individually and can be sold individually.
When a group is listed on a sales document, the price of each component item is proportionally adjusted so that the
total equals the specified group price. The group price cannot be edited on the document, but the component item
prices can be edited, if desired. The printed receipt given to the customer can include the group price, the individual
item prices, or both, based on your company preference setting.
Unlike an assembly, sales taxes are computed on each component item individually, based on the sales tax code
assigned to each. Therefore, taxable and non-taxable items can be mixed in a group.
How else do group and assembly items differ?

(Multi-Store) Only Headquarters can define group items, but all stores can list group items on documents.

Related Topics
Add a group item to inventory
Edit or delete a group item
List a group item on documents
Using assembly items
Add a Group Item
Group Overview | Sell a Group Item | Edit a Group Item
Pro
Should I be using an assembly item instead?
To add and define a group item (at Headquarters only in multi-store):
1. Be sure all the items to be included in the group have been added to inventory individually.
2. Display your item list and then select Add.
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187
3. Enter a descriptive name for the group in the Item Name field.
4. In the item Type field, select Group.
5. Specify a Department (required).
If the items included in the group come from more than one department, you may want to add a new
department called Groups, or similar, to track and report the sale of group items.
6. Enter information for the group:
You cannot enter quantity or cost information for a group. These values are not tracked for a
group item.
Optionally, enter a Regular Price for the group. If you do not enter a price now, it will be auto-
filled as the sum of the group item prices upon saving the group. You can edit the group price later, if
needed.
Enter a unique UPC or Alternate Lookup for use in listing the group on receipts and other
documents (the program-assigned Item # can also be used for this purpose).
Enter information in other item fields as appropriate to define the group.
7. Click Save. The group item is added to your item list, and the details are automatically displayed.
8. Click the Group button next to the item Type field.
The Group Details window displays the information entered so far on the left of the window and the grid on the
right is used to add the component items to the group.
View Example

9. Click Edit Group.
10. In the Scan or enter item information drop-down box, scan or type item information to search
for the item to add. .
9.
Use any of these methods to add items to the group:
Scan the bar code from the item tag.
Type the item's UPC, Item #, or alternate lookup value and press <Enter> Learn more about
these item identifiers
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188
Search by item name (beginning characters) or other item keyword. J ust begin typing the
name or keyword and a list of matching items is displayed. Select an item from the list by clicking
it (keyboard users, press the down arrow key to scroll, then <Enter> to select). The selected
item is added to the to the group with a quantity of 1.

If no matching item is found, check your spelling or the identifier you entered.
Entering fewer characters will find more matches.
To see your entire item list, click the icon with no entry in the Add Item field. You
can scroll through the list looking for the needed item.
Click Add New Item to Inventory if needed.
Learn more about adding items to documents
10.
11. Specify the quantity of the component item.
By default, each item is listed with a quantity of one. Click the Qty+ and Qty- button to quickly
increase/decrease by one or click the Qty button to enter another number. Quantity is the only editable field
for the component items.
12. Repeat to add all items in the group.
13. Select Save.
If no price was entered earlier, the group price automatically is set to equal the sum of the component item prices. If
a price was previously entered, Point of Sale alerts you if the sum of the component item prices is different. Select
OK to set the price to the sum of the component item prices or No to stay with the existing price.
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Notes:
Only Headquarters can define group items, but all stores can sell group items (or list on other documents).
Once defined, you can enter all the items included in a group on a sales receipt or other document by
entering the group identifier (UPC, Alternate Lookup, or Item #).
A group item cannot be a component of a second group. All other item types are allowed in a group.
The component items are displayed on the group item form for reference.
Related Topics
Using assembly items
Inventory overview
List a Group Item on a Document
Group Item Overview | List Items on Documents
Pro
Once defined in inventory, a group item can be listed on any document except adjustment memos, though typically
they are listed on sales receipts and customer orders to sell a collection of items and/or services, optionally at a
discounted price.
To list a group item on a document:
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189
Follow normal item listing procedures, scanning or entering the group item identifier, rather than the
individual item identifiers.
Listing the group item on a document adds all of the items included in the group to the document. This example
shows a group (baseball package) listed on a sales receipt.


Notes:
The group item is at the top of the list in bold type, while the component items are displayed in contrasting
row colors for easy identification.
The quantity of each item in the group and the group price is pulled from inventory. The price of each
component item is proportionally discounted so that the sum of extended item prices equals the group price.
Editing the quantity of the group proportionally changes the respective quantities of the included items.
Deleting the group item, deletes all component items.
You can edit the individual group items on the receipt in the normal fashion; to change quantity, price, give
additional discounts, etc. Editing a component item does not trigger a recalculation of other items to maintain
the group price.
The printed sales receipt can include the group price only, the individual item prices only (default), or both
group and item prices. Set this preference on the Sales page of company preferences.
You can list additional unrelated items on the same receipt, as necessary.
Edit or Delete Group Items
Add a Group Item | List Group Items on Documents
Pro
To edit the group or component items:
1. Locate the group item in your item list.
2. Click Show Details.
3. Click the Group button next to the item Type field.
4. Click Edit Group on the Group Details window.
5. Edit the group item information on the left side of the window or add, delete, or edit the quantity of
component items in the grid on the right.
6. Select Save.
To delete a group item:
1. Highlight or display the group item in your item list.
2. Select Delete from the I Want To menu.
If the group item is listed on active documents, such as layaways or sales orders, you will be reminded and asked
to confirm the deletion. If you answer Yes, the item will be deleted. You should delete or edit the affected
documents to remove the group item.

Related Topics
Group Items: Overview
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190
Using assembly items
Inventory overview
Item Styles
Item Styles: Overview
How do I? | Add a New Style | Style Grid Basics
Pro
Note: The availability of the style feature can be controlled by your Features to Use preference settings.

Many retailers sell merchandise that is grouped into styles. A style is a means of grouping inventory items that
share the same basic item information but differ in one or two item traits, such as size, color, and pattern.
Example: A line of T-shirts might be carried in three sizes (Small, Medium, Large) and two colors (Black,
White). This line of T-shirts, with six distinct items, constitutes a style.
When viewing your inventory or planning a vendor purchase, it can be very helpful to view and work with all the
members of a style on a single screen. Point of Sale makes this easy with the use of the Style window and the style
grid. To view and work on the Style window, click the Style button from the item form.
Our T-shirt style, as viewed in a style grid, looks like this:



About the Style window
A style grid allows you to see the on-hand quantities for each item in the style (each cell represents a size/color
combination), as well as the total quantities for each color and size. You can quickly spot items that need to be re-
ordered or are out of stock and slow moving items. Accessed while making a purchase order or other document,
the grid can be used to enter the quantity to order or process on the document.
From a data standpoint, every item belongs to a style, though that item may be the only member of the style. Style
items are defined by a common combination of its Department and Item Name (Description 1) values.

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Style Templates
Imagine that you carry 20 different shoe lines, all of which have the same or similar size and color combinations.
Having to re-enter the same sizes and colors for every shoe you carry would quickly become tedious.
Enter the style template. A style template is a user-defined array of item attributes: sizes, colors, patterns,
material, etc., that can be used repeatedly to quickly add a style to inventory. Each template can be used for an
unlimited number of styles.
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Define and save a style template with the repeated sizes or other attributes along the x and/or y axes of the style
grid. When you add a new line of shoes, select the style template to quickly set up the grid. You can edit an
individual grid, as necessary, for variations from the template.
The use of style templates is particularly well suited to lines of merchandise that vary only in size, color, pattern, or
some other item trait. Typical examples include

Apparel Housewares
Footwear Linens
Luggage Furniture

Learn more about using style templates
Return to top
About the Style Window
Style Grids | Add a Style | Style Overview | Style Templates
Pro
The Style window displays an item style in a split view, with one section showing information that applies to the
style as a whole and the other section displaying the individual style items and their quantities in a style grid.
You can open the style window while viewing, adding, or editing items.
With an item form displayed, click the Style button.
If you are adding items you will automatically be in edit mode. If you want to edit an existing style, click
Edit either before or after opening the Style window.
Note: This window was undergoing design review as of this writing and may not exactly match this example.


What's important about the Style window?
The upper section of this window displays the information for the selected item when you switch to the
style window. In most cases, this information is common for all style items. It is important to note that
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192
making changes in this section of the Style window will affect all style items. Be careful making edits
in this section.
Each cell of the style grid represents an individual style item with a unique size/color (or other attributes)
combination.
The number in the cells is typically the current on-hand quantity of each item. See exception in the next
note.
When coming to the Style window from a document (such as a purchase order), the style grid initially
displays zeroes and can be used to enter the item quantities to order, receive, or sell.
The Style Template drop-down list at the top of the grid is used to attach an existing template to the style
or create and save a new one.
Multi-store users can view quantities for any one store or the entire company by selecting a store from the
drop-down list above the style grid.
Style Grid Basics
Style Overview | Add a Style | Edit a Style | Style Templates
Pro
This information applies to the lower half of the Style window, displayed after selecting the Style button from an item record.


Style Grid Notes
Each cell of the style grid containing a number (including zero) represents a unique item in inventory, with
a unique size/color (or other attribute) combination. A blank cell means that attribute combination is not
included in your inventory.
Though "size" and "attribute" is used when talking about styles in this help system, the grid axes will reflect
the custom item labels you have defined in company preferences. Any item attribute can be used in a grid
and placed on either axis, regardless of the labels. For example, your style items might vary by pattern or
material rather than size or color.
The number of items that can be included in a style is virtually unlimited. You may have to use vertical
and/or horizontal scroll bars to view the cells for all items in the grid.
If in Add or Edit mode, click the Click to Add labels to add a new size or attribute, then enter a zero (or the
known on-hand quantity) in the cells corresponding to the new size/attributes combinations being added.
Grid Values
When accessing and viewing a style grid from your item list, the values displayed are the on-hand quantities of
each style item.
(Multi-Store) You can view quantities for a specific store or the entire company by making a selection from the
View: field at the top of the grid.
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If you come to inventory from a document, such as a purchase order, and then display the style grid, you are in
"item select" mode. In this case the style grid cells initially display zeroes (0). To select items and order quantities
to return to your document, enter order quantities in the grid and then choose Select from the bottom toolbar.
Showing Totals on a Grid
The style grid contains the totals for all the sizes in each attribute (row), and each size (column), and a grand total
for all items in the style. You can choose to show or hide these totals.
From the grid, right-click in any column or row label and select Show Totals to toggle the display
on/off.
Navigating a grid:

Keyboard action Description
<+>, <+>, <+>, <> Move the cursor up, down, left, or right
from one grid cell to another
consecutively.
<Page Up> Move the cursor to the first displayed cell
of a column.
<Page Down> Move the cursor to the last displayed cell
of a column.
<Home> or
<Ctrl + >
Move the cursor to the first cell in a row.

<Ctrl + Home> Move the cursor to the upper left cell of
the grid.
<Ctrl + End> Move the cursor to the lower right cell of
the grid.

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Related Topics
Delete a style or style item
Add a New Style
Item Style Overview | Style Templates | Edit a Style
Pro
Use this procedure to add a group of items to inventory as a style. What is a style?

Note: The availability of the style feature can be controlled by your Features to Use preference settings.
To add a new style:
1. Display your item list and select Add.
A blank Add Item form is displayed.
3. Enter the Item Name, Item Type (typically Inventory), and Department. These values must be
the same for all members of a style.
4. Click the Style button.
The Style window is displayed.
5. Enter information that is common to all items in the style in the
item fields in the upper section of the window.
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Important: Enter only information that is common to ALL items in the style. If the style items differ in cost or
price, leave these fields blank. Point of Sale will auto-fill these fields when you make receiving vouchers to
receive the items from your vendor or you can edit the fields later for individual items.
6. In the bottom section, choose a predefined template from the drop-down list in the Select a Style
Template field to apply it to the new style.
OR
Select Add New from the template drop-down list to define a new style template and then apply it to the style.
OR
Add style sizes and attributes directly on the style grid in the lower pane, using these guidelines:
Click the Click to add labels on the horizontal and/or vertical axes and enter the various sizes
and attributes included in the style. Note: The axes labels will reflect your custom item description labels.
Right-click a column or row header to access a popup menu with additional options for
rearranging the order, deleting, or adjusting widths of columns. You can also select to turn on/off the grid
totals or to save the grid as a new template from this menu.
7. Enter a 0 (zero) in each grid cell corresponding to the items you are or will be carrying in the style.

This creates a line in your item list for those items. When you first receive the new items on a receiving
voucher, Point of Sale will add the received quantities. Leave a cell blank if you do not plan to carry a particular
size/attribute combination.
Note: If the style items are already physically in the store and not being received on a voucher, you can enter
the actual on-hand quantities instead of zeroes.
8. Select Save.
9. Edit individual style items, as necessary, to reflect unique UPCs, costs, prices, etc. There are two
efficient ways to do this:
Select a cell in the style grid corresponding to an item you want to edit and press <F5> (or right-
click and select Edit Item Details). Make changes in the Item Information window and then select OK.
Display the style in your item list and use list edit mode to make necessary changes.
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Related Topics
Add pictures to a style
Style grid basics
Delete a style item
Style Templates
Style Overview | Add a Style | Edit a Style
Pro
A style template is a user-defined array of item attributes (sizes, colors, patterns, etc.) that is used as a template
when adding a new style. Each template can be used for an unlimited number of styles. Of course, you can instead
create each style grid from scratch in inventory, but using templates makes the process much faster since all the
predefined sizes and attributes are included in the new grid for you.
To work with style template:
1. From your item list or form, begin adding or editing a style. The Style Window is displayed.
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2. To immediately apply an existing template to the style grid, select a template from the Style
Template drop-down list at the top of the grid.

Or
To preview, edit, or add templates, click the magnifying glass icon.
The Select a Style Template window is opened. Use this window to manage your style templates using the
procedures below.
View Example





To preview and apply a template to the style you are working on:
1. Select a template name on the left side of the window. A preview of the template is shown.
2. Click Apply Selected Template. The template is immediately applied and the template window
closed.
3. Continue adding or editing your style.
To add a new template:
1. Click Add New Template at the top of the window. A new template, with the default name New
Template n, is displayed in the preview pane.
2. Type a unique name to overwrite the default.
3. Select the Click to add fields on the template preview and enter style sizes, colors, or other
attributes as appropriate along the vertical and horizontal axes.
4. When done select Save.
Or
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If you want to immediately apply this template to the style you were working on, select Apply Selected
Template, which saves and applies the template in one step.
To edit, delete, or copy a style template:
1. Highlight a template in the list on the left of the template window and then complete actions as
desired:
Editing the template: The same procedures used to create a template apply when editing it.
Additional choices for adding, deleting, and moving rows/columns and for undoing edits are available from
the Edit menu under the displayed template. After editing, select Save or, if you want to update the
current style with the changes, select Apply Selected Template.
Deleting the template: Choose delete selected template from the Options menu. Deleting a
template does not effect existing styles the have the deleted template applied.
Copying the template: Select Copy Selected Template from the Options menu. Enter a unique
name for the template and edit as needed before saving. This is a fast way to create a template very
similar to an existing template.
Renaming the template: Select rename selected template from the Options menu. Renaming a
template does not effect existing styles that have the template applied.
Notes:
Style templates are particularly effective for soft goods retailers (clothing, shoes, etc.) where item lines
tend to have common sizes, colors, or other attributes.
When applying a template to a style, if the applied template contains sizes or attributes you do not want to
include in the particular style, you need not define items for those cells (i.e. dont enter a quantity or zero). An
inventory row (item) will be created only for those attribute combinations (cells) in which you enter a quantity.
For some merchandise, attributes vary from style to style and from season to season. In this case, you
typically wont know what attributes you need until you are actually ordering the items. Here it is often easier
to define a template with a single attribute, such as sizes, only along one axis of the template. This gives you
the flexibility you need to add other specific attributes, such as color for each style independently as you add
it, while still avoiding repeated manual entry of your commonly used sizes.
If you modify an individual style grid in inventory that has a template applied, the original template is not
affected.
Return to top
Edit a Style
Overview | Style Grids | Style Templates | Delete a Style
Pro
Use this procedure to directly edit a style in inventory. If the style has a template applied and the changes are
permanent, you can also edit the template.
To edit an existing style:
1. Select any member of the style in your item list and click View Details.
2. In the Basic Info section of the item record, click the Style button.
The Style window is displayed.
2. Make necessary edits in the top pane. Editing these fields will affect all items in the style.
3. Make specific style item edits in the style grid:
To add a new style item: Select a Click to add label for a column or row and type a new size or
attribute entry. Enter a 0 (zero) in the new cells created to add the new style item(s) to inventory.
To edit sizes and/or attributes of style items: Click the labels on the horizontal or vertical axes
and type a new value. Note that changing a size or attribute in the grid changes it for all items in that row
or column. A confirmation window is displayed to alert you to this fact.
To add, remove, rearrange columns or rows or make other changes in style grid: Right-click
in a row or column label and choose the appropriate option from the popup menu:
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Add or delete column or row This action adds or deletes items in inventory. Use with
caution.
Move Move row or column in a specified direction.
Auto-arrange by name Rearranges the columns or rows into alphabetical or
numerical sequence.
Auto-adjust columns widths Adjusts all column widths to the width of the longest
entry.
Show totals Turns on/off the display of style quantity totals in the grid.
Save as new style template Saves the displayed arrangement of sizes/attributes to
your style template list.
To edit individual style items: Select an item cell in the style grid and press <F5> or right-click
in the cell and select Edit Item Details from the popup menu. Make necessary changes and select OK.
4. Select Save.

Notes:
The values displayed in the upper pane are those of the specific item selected when the Style window was
entered. However, editing these values in the style grid will affect all items in the style. For example, if you
have different prices within the style, dont change the prices shown in the upper pane of the Style window or
you will change all style item prices.
Anytime you edit the Department or Item Name for a style item, Point of Sale will ask if you want to have
that change affect just the item or the entire style. If you update only the item, then that item will no longer be
a member of that style.
If a template was previously applied to the style, editing the style sizes and attributes on the style grid has
no effect on the saved template.
J ust as in an item form, edits to an items on-hand quantity or average unit cost result in Point of Sale
creating adjustment memos, which are sent to QuickBooks financial software to update your inventory value.
Return to top
Delete Style Items or Entire Styles
Style Overview | Edit a Style
Pro
Note: This process should be carried out with caution so that items with on-hand quantities or listed on active documents are not
accidentally deleted. If you delete style items with on-hand quantities, Point of Sale creates adjustment memos to update
inventory and your QuickBooks financial software. If the deleted item(s) are listed on an active order document, the item(s) are
NOT removed from that document. Review and edit documents as necessary.
To delete a style item:
Use the normal item deletion procedure from your item list.
To delete an entire style:
Since all style items have the same Item Name, searching inventory by the Item Name is the quickest way to
display all of the style items (and only the style items). Use caution when taking the following steps as all items in
the style will be deleted.
1. Enter the Item Name for the style in the Search field at the top of your item list.
2. All of the style items (and only the style items) should be displayed. Scroll through the list to
ensure other items aren't displayed.
3. Press Ctrl+A on your keyboard to select all of the items. If you only want to delete some of the
items, select only them. How do I select multiple records?
4. Select Delete from the I Want To menu.
5. Confirm the deletion when prompted. If any of the style items still have a quantity on hand or are
listed on open order documents, you will be warned.
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6. Select Save.

Related Topics
Find an item record
Multiple Units of Measure (Case-to-Unit)
Multiple Units of Measure
Inventory Overview | Preferences
Pro
This feature, which is enabled in company preferences, allows purchasing and selling an item in up to four different
units of measure (sizes, or pack quantities).
Examples:
You buy bottled water by the case and sell by single bottles or cases.
You buy animal feed by 50 lb. bags and sell it in 5, 10, and 25 lb. bags.
You buy fabric by the yard, and sell by the yard and foot.
With multiple units of measure enabled:
You can define multiple units for inventory, non-inventory, and service items.
Unit of measure fields and options are added to the item form and other documents and lists.
Each unit of measure can have unique UPC, alternate lookup, and prices associated with it.
You define a base unit and default order-by and sell-by units. Point of Sale will automatically suggest
these defaults when purchasing and selling the item.
Your base unit is used for most inventory values (average cost, quantities, reorder point, etc.) and on
reports, though these values are calculated and displayed for alternate units as well.
You can choose in company preferences to add the transaction unit to the quantity field on printed
documents.
If importing item information, you can import the unique information for each of your units.
Related Topics
Define multiple units of measure in inventory
Use units of measure on documents
Define Multiple Units of Measure
Overview | Use Units of Measure on Documents
Pro
The use of multiple units of measure allows you to purchase and sell an item in up to four different units (sizes, or
pack quantities). For example, you might buy a canned item by the case but sell it by both the case and individual
can. You can define a separate UPC, alternate lookup, sales price, and default purchase-by and sell-by units in
inventory and Point of Sale will automatically suggest the correct unit on documents.
To define multiple units of measure in inventory:
1. Turn on the multiple unit of measure feature and add the various units you are likely to use on the
Inventory page of company preferences.
2. As adding or editing an item, specify the base unit for the item in the Base Unit field. Select
from the units defined in preferences in Step 1 or enter a new unit (it will be added to preferences when
you save).
It is strongly recommended you make the smallest unit in which you buy or sell the item the base unit. This
helps avoid fractional calculations. Other information entered on the main item form (UPC, price and cost,
quantities, etc.) should be for your base unit.
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3. Click the Units button adjacent to the Base Unit field. The Units of Measure window is opened.
View Example




4. Enter each alternate unit of measure. Click the Unit of Measure 1, 2, or 3 labels to expand the
section and then enter or select:
Unit: Select from the drop-down list of previously defined units or type a new one.
# of Base Units: How many base units there are in this unit?
UPC and ALU: Unique values in these fields allow you to list the item in the correct unit by
scanning or entering the unique value on documents. If these values are not different for each unit, leave
them blank for alternate units.
Regular Price: For selling this unit; click Pricing to add additional markdown price levels.
Average Cost and Quantity on Hand for alternate units are calculated from your base unit
values and are not editable for alternate units.
In this example, the base unit is a 12 oz. bottle and now we are entering a case unit which contains 12 bottles.

5. At the top of the window, specify default order-by and sell-by units. Learn more about the default
units.
If your default order-by unit is different than your base unit, you will be prompted to enter an order cost. Enter
the order cost and click OK.
6. Select Close to return to the main item form.
7. Enter information in other item fields as necessary.
8. Select Save.

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Notes:
Each unit can only be added once per item. For example, if you selected "case" as the base unit of
measure, case will not be available to select as an alternate unit of measure. To use a unit in another
position, first remove it from the previous defined position (remove by selecting blank as a unit).
If using the Data Import Wizard to import item information, you can import information for your base unit
only. If exporting item list information, the base unit information is exported.
Changing Base Units of Measure: Use caution if you need to change your base unit of measure after having been in
operation for awhile. Review and update all item fields for each of your units after the change, paying particular attention to cost,
price, and quantity values. Point of Sale will create adjustment memos for any cost and quantity edits related to the change, but
there should be no net change in your inventory value.

Special Order Items
Add a Special Order Item
Special Orders Overview | Inventory Overview
Pro
A special order item can only be added to inventory while making a document (customer order, sales receipt,
purchase order, or receiving voucher).
When you add a special order item to a document, you are prompted to define the item on a modified inventory
window, allowing only certain information to be entered. The item type is automatically set to Special Order. Later
the item can be converted to a regular inventory item, if desired.
To create and list a new special order item on a document:
1. Start the document in the usual fashion.
2. Select Add New Special Order Item from the I Want To menu.
3. Define the item in the inventory Special Order Item window.
Use normal add item procedures to enter information about the item. Certain item fields/features are not
available for special order items, such as item type, item number, reorder point, the ability to define multiple
vendors, styles, assemblies or groups, and you cannot print tags.
4. When finished, choose Save & Select to record the item in inventory and list it on the document.

Related Topics
Convert a special order item to an inventory item
Convert a Special Order Item to an Inventory Item
Handling Special Orders | Add a Special Order Item
Pro
A special order item created while making a document can later be converted to a regular inventory item if you plan
to carry it in inventory in the future.
To convert a special order item:
1. Locate the special order item in your item list.
Hint: Filtering is a good way to display only special order items.
2. Click Edit.
3. Change the item Type to Inventory.
4. Make any other edits necessary, such as the Reorder Point which was previously disabled.
5. Click Save.

Multi-Store Notes:
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When a special order item is created at a remote store, the remote store can temporarily define all item fields for
use on local documents. However, when the special order item is received at Headquarters, the following fields are
not populated with information from the remote and must be redefined by Headquarters:
Tax Code
Unorderable Flag
Prices at all price levels
MSRP (reference price)
Order Cost
On the next Store Exchange, the new values entered at Headquarters will overwrite the item information at the
remote store that created the item as well as being made available at all other stores.

Related Topics
Multi-store purchasing
Transferring Items between Stores
Transfer Merchandise between Stores
How do I? | Multi-Store Overview | Create a Transfer Slip
Access transfer slips or transfer history
View item quantities at other stores
Create a transfer slip
Hold a transfer slip
Find a transfer slip
Reverse or correct a transfer slip
Print a transfer slip
E-mail a transfer slip

Pro - Multiple Stores
The transfer of merchandise from one store to another is recorded on a transfer slip. A transfer slip is a
transactional document that deducts the transferred merchandise from the source store's item quantity and adds it
to the destination store's quantity.
Headquarters can make transfer slips to move merchandise from any store to any other store. Remote stores are
limited to making slips that transfer merchandise out of their store to another store.
If one store runs out of an item, they can look to see if another store has the item in stock. Typically, a follow-up
phone call is made to confirm that the item is still available. At this point, the first store can either send the customer
to the second store or arrange for the second store to transfer the item to them, in which case the customer can
purchase it when it arrives. The second store or Headquarters would make a transfer slip to move the item.
Transfer slips are often made at Headquarters to reallocate fast or slow selling merchandise among stores. Since
Headquarters has ultimate inventory control, handles purchasing, and has the ability to run company reports, they
are in the ideal position to assess when merchandise transfers of this nature are beneficial.
Keep the following in mind as you work with transfer slips:
Transfers have no net effect on total inventory quantity or value; they simply move the specified quantity of
an item from one store to another.
The transfer slip is the mechanism that updates Point of Sale inventory for a transfer. You might find it
helpful to print and FAX or e-mail a copy of the transfer slip to the store(s) involved to assist with the physical
movement of the merchandise.
The store receiving transferred merchandise should NOT record the merchandise on a receiving voucher.
Transfer slips update the quantities at both stores (called the "From Store" and "To Store" on the slips,
respectively). Making a voucher that lists the same merchandise would add the item quantity to the master
inventory and cause errors in the company inventory valuation.
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Transfer slips are saved to your Transfer History list and, if applicable, sent to QuickBooks financial
software.
Transfer reports, which detail the movement of merchandise between stores are available at both Headquarters
and remote stores.

Related Topics
Transfer slip field descriptions
Transfer security rights
How transfers are sent to QuickBooks financial software
Store Exchange overview
View Item Quantities at Other Stores
Store Exchange Overview | Track Available Quantities
Pro - Multiple Stores
Each store can view item quantities at every other store, accurate as of the last completed store exchange cycle.
To view available item quantities at other stores:
1. From your item list, display the item record (select View Details).
2. In the Basic Info section, click the Available button.
The Available Quantities window is displayed.


This window allows you to view the on-hand, on-order, and available item quantities as well as a list of open orders
for your store.
Also displayed are item quantities at other stores, current as of the last completed Store Exchange. If you run out of
an item, you can use this window to see if another store has the item in stock. If needed, you can request the other
store to transfer the item to you or you can send the customer to the other store to purchase the item.
Learn more about the Available Quantities window.
Other places to view item quantities at other stores:
Purchase Order: In the Item Information window, accessed by selecting Edit Item for an item listed on a
purchase order.
Item List: A column for each store's on-hand quantity can be added to your item list.
Report: Run the Inventory by Store report (From the Report Center, select Items > Multi-Store - Store
Inventory.
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Note: Importance of Store Exchange Sequencing. Item quantities viewed at other stores are only as current as the last
successful complete Store Exchange cycle. The closer you follow the recommended exchange sequence, the more meaningful
these quantities will be.

Related Topics
Automatic quantity adjustment at remote stores
Transfer merchandise between stores
Multi-store overview
Create a Transfer Slip (Transfer Merchandise)
How do I? | Transfer Slip Information Fields | Transfer Overview
Access transfer slips or transfer history
View item quantities at other stores
Hold a transfer slip
Find a transfer slip
Reverse or correct a transfer slip
Print a transfer slip
E-mail a transfer slip

Pro - Multiple Stores
To create a new transfer slip:
1. Select New Transfer Slip from the Inventory menu.
2. Specify the From Store (source of merchandise) and To Store (destination of merchandise).
Remote stores cannot change the From Store; it is auto-filled with the local
store
Headquarters can change either field to create slips for other stores
3. List the items and quantities to be transferred.
2.
Scan the bar code from the item tag
Type an item identifier (UPC, alternate lookup value, or item #) and press <Enter>
Type the first few letters of the item's description (from inventory) or another search keyword.
A drop-down list of all your items is displayed with the closest match highlighted. Select an item
from the list by clicking or touching it (keyboard users, press the down arrow key to scroll, then
<Enter> to select).

If no matching item is found, click the Find icon or press <Enter> to open the Find
Item window, where you can select an item or refine your search. You can also select Add
New to go to inventory to add a new item and immediately sell it.
Choose Select from Item List from the I Want To menu to go to your full item list and select
items.
Learn more about adding items to documents
3.
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4. Optionally, enter an estimated date of arrival (ETA), Carrier, Comment, or Freight charges.
5. Select Save & Print to record the slip and print a copy or Save Only to record the transfer
without printing.
When the transfer slip is saved, the quantities for both stores are immediately updated at the store making the slip.
The store quantity changes are not visible at other stores until after the next completed Store Exchange cycle.

Related Topics
Record item serial numbers on slips
View item quantities at other stores
Multi-store overview
Copy and/or Correct a Transfer Slip
Transfer Overview | Find a Slip | Edit a Slip
Pro - Multiple Stores
To reverse, copy and correct a slip:
Copying and correcting a reversed slip allows you to adopt the parts of the original slip that you want to keep, and
correct the parts that were in error, to make a new, correct slip.
1. Reverse the original slip as described here.
2. Highlight or display the original slip again (marked Reversed in the Status field in the transfer
history list).
3. Select Copy. A new slip is created and displayed with the same information as the original.
4. Make the necessary corrections to the information on the new slip.
5. Select Save & Print or Save Only.

Notes:
When done, you will have three slips in your transfer history: the original slip (status of Reversed), the
second slip that reversed the original (status of Reversing), and the new corrected slip (status of Regular).
Related Topics
Basic document reversing information
Store Exchange overview
Multi-store overview
Hold a Transfer Slip
How do I? | Slip Information Fields | Transfer Overview
Access transfer slips or transfer history
View item quantities at other stores
Create a transfer slip
Find a transfer slip
Reverse or correct a transfer slip
Print a transfer slip
E-mail a transfer slip

Pro - Multiple Stores
A slip can be put on hold to allow you to carry out other activities. For example, you might temporarily hold a slip in
progress while you make a sale, then unhold and complete it after the sale is completed. If a transfer is not
physically completed the same day you make the slip you may also want to place the slip on hold until the transfer
is completed. This ensures that item quantities are not updated until the merchandise physically is moved from one
store to the other.
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To hold a slip:
1. Create a slip, but do not save it.
2. Select Hold Slip from the bottom tool bar.
The slip is added to the list of held slips. A slip can be viewed, printed, or deleted while on hold. A held slip is not
sent to Headquarters (if made at a remote) and does not update inventory until it has been unheld and saved.
To unhold a slip:
1. From the Inventory menu or the bottom of the transfer history window, select Held Transfer
Slips.
The list of slips on hold is displayed.
2. Highlight the slip you want and select Unhold Slip from the bottom tool bar.
3. The selected slip is made active again. Make any necessary modifications and then save and
print.

Related Topics
Store Exchange overview
Multi-store overview
Reverse a Transfer Slip
How do I? | Transfer Overview | Find a Transfer Slip
Access transfer slips or transfer history
View item quantities at other stores
Create a transfer slip
Hold a transfer slip
Find a transfer slip
Print a transfer slip
E-mail a transfer slip

Pro - Multiple Stores
Editing of saved transfer slips is limited to freight charges and some informational fields and then only until the slip
has been sent to Headquarters and/or to QuickBooks financial software.
If an uneditable error is discovered on a slip, it is necessary to reverse the slip and then you can create a new,
corrected one to update your history files and store quantities.
To reverse a saved transfer slip:
1. Locate and highlight the former slip in your transfer history.
2. Select Reverse Slip from the I Want To menu.
The Reversing Document dialog is displayed.
3. If not using security, select your name in the Associate field and then select OK.
A reversing slip is automatically created and added to the transfer history list. If necessary, a corrected slip can
then made as described here.

Notes:
Transfer slips can only be reversed at a remote store prior to sending the slip to Headquarters. If the slip
has already been sent to Headquarters, then it can only be reversed at Headquarters.
Reversing a slip cancels the original slips effect on inventory. For example, if the original slip transferred a
unit quantity of three from Store 1 to Store 2, when the slip is reversed a quantity of three is transferred back
to Store 1. When completed, the original slip will be marked Reversed in the Status field and the new slip that
is created will be marked Reversing. (Note: the Status field is only displayed in the Transfer History list).
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206
A Reverse, Copy, and Correct approach can be used to undo the effects of the original slip and make a
new, corrected slip. First, reverse the original slip as described above. Then, begin a new slip by copying the
original. Finally, make corrections to the copy and save.
Headquarters: If integrated with QuickBooks financial software and if the original slip has already been
sent to QuickBooks, then the reversing slip is also sent and posts in the same manner as any slip. The new
posting cancels the effect of the original on your financial records. The original entries are not edited or
removed. If the original document has not yet been sent, then both are flagged and neither is sent, so there
will be no entries in your financial software for the transaction.
Related Topics
Store Exchange overview
Multi-store overview
Counting Inventory (PI)
Physical Inventory Overview
How do I? | Basic Steps | Using a Physical Inventory Scanner
Basic
A physical inventory is the process of verifying or correcting the on-hand item quantities in your Point of Sale
inventory by conducting a physical count.
It is recommended that a physical inventory be done after initially entering your inventory when first starting to use
Point of Sale and periodically thereafter.
Conducting a physical inventory involves going through the store and recording the actual item quantities on hand.
Counts can be recorded on a printed Store Count worksheet or scanned into the optional physical inventory
scanner, and then transferred to Point of Sale.
The entire store does not have to be counted at the same time. You may find it easier to conduct your physical
inventory by department, aisle, or some other discreet physical sections, entering counts and saving for one section
of your store at a time. A physical inventory can be saved as you go and then inventory updated when you are
done. Point of Sale provides several ways for you to review changes before updating inventory and alerts you if a
new transaction has affected an item between when a count was entered and inventory updated.
You can review or reverse the last updated physical inventory.
(Pro) A physical inventory is for one store only. When a remote store updates a physical inventory, quantity
adjustment memos are automatically created and sent to Headquarters during the next Store Exchange.
Headquarters can create and update a physical inventory for itself or for any store.

Related Topics
Security rights for Physical Inventory
Update QuickBooks financial software after a physical inventory
Access Physical Inventory
How do I? | Entering Counts | Using a Physical Inventory Scanner
Basic
To start or continue a physical inventory:
Select Start Physical Inventory or Continue Physical Inventory from the Inventory menu.
(Pro) If you are Headquarters in a multi-store configuration, select the store for which you will
enter physical counts
Physical Inventory: Basic Steps
How do I? | Physical Inventory Overview
Basic
Note: Only one workstation can be working in the physical inventory at any one time.

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These are the basic steps to complete a physical inventory. Use the links on this page for specific instructions to
complete a step.
1. Select Start Physical Inventory from the Inventory menu.
(Pro Headquarters) Enter the Store for which you are entering counts.
2. Physically count item quantities on hand using one or both of these methods:
Print a Store Count Worksheet and take it with you through the store recording counts. Select
Run a Report > PI Worksheet from the I Want to menu. Modify the report as necessary to display and
group your items in a manner that makes sense for counting in your store.
Use the optional QuickBooks-approved physical inventory scanner to go through your store
scanning item bar codes and entering counts. Since the physical inventory scanner is portable, you can
move freely around your store and scan thousands of items in one session. (physical inventory scanner
sold separately)
3. Transfer your counts to Point of Sale by:
Using the Add Counts by Hand option. This is usually the fastest manual way to enter counts,
even if an item is counted several places in the store on different worksheets. Enter an item identifier
(UPC, alternate lookup, or item number) and then the count, pressing <Enter> after each entry. Point of
Sale consolidates multiple entries and then transfers the counts to the Physical Inventory window.
Entering counts directly in the Counted column on the Physical Inventory window. This is
convenient for entering a small number of items or items that are grouped together, but may be time
consuming if the same items are scattered throughout your store. Tip: Filtering or sorting the list on this
window can help make entry of counts faster.
Upload counts from the portable scanner.
3. Review your counts and the totals summary displayed on screen and, if applicable, select the Set
all items not counted to zero. This setting ensures that all inventory items for which no physical count
was entered are zeroed out when you update inventory.
4. Select Apply Changes to Inventory to update your inventory on-hand quantities with the
counted quantities.

Notes:
You can choose Save & Continue at anytime to pause in your physical inventory. After saving you can
exit and return later to finish. Choose Continue Physical Inventory from the Inventory menu to resume.
If transactions affecting the quantity of previously counted items occur during a physical inventory, the
items are flagged on the Physical Inventory window and you are alerted. You should recount these items.
If you have entered counts but wish to cancel them and start again, select Clear Counts and Restart from
the I Want To menu.
If your computer loses power or crashes during a physical, Point of Sale retains the counts you have
entered to that point and automatically recovers them for you.
If necessary, you can select Print Tags from the Print menu to create new tags for items as counting.
(Pro) If you use multiple units of measure for some of your items, read the specific instructions for counting
them.
Print and Use a Store Count Worksheet
Basic Steps of a Physical Inventory | Physical Inventory Overview
Basic
Printing a store count worksheet or worksheets is the most common way of recording physical inventory counts if
you don't use a physical inventory scanner.
You can filter your physical item list by logical groupings, such as by department, and print a worksheet for
each so several people can be counting simultaneously or so can you split the work over multiple sessions
The worksheets are generated as Point of Sale reports and are customizable to include the items and
layout that works best for you
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208
Changes you make to the columns and other display options are remembered and used until you change
them again
To print store count worksheets:
1. With the Physical Inventory window open, select:
PI Worksheet from the Print menu. When run from here, the worksheet will automatically include
only the items currently displayed in the filtered Physical Inventory item list. You can customize other
display options.
Run a Report > PI Worksheet from the I Want to menu. Using this option allows you to
customize the report as needed, including the items included.
The report is run and displayed on-screen.



2. To add/remove columns or make other changes, select Modify or a specific customization option
from the I Want To menu.
3. When satisfied with the layout, select Print.
4. Repeat to create worksheets for other item groupings, if needed.
5. Go though your store, recording item counts on the worksheets.
6. Transfer the item counts to Point of Sale using the Add Counts by Hand option or enter them
directly in the Physical Inventory window item list.
Add Counts by Hand
Basic Steps of a Physical Inventory | Overview
Basic
The Add Counts by Hand window is an efficient way to manually transfer item counts from a store count worksheet
to Point of Sale. There's no need to enter counts in any particular order and Point of Sale will combine the counts of
an item if entered multiple times.



To enter item counts using the Add Counts by Hand window:
1. With the Physical Inventory window open, Select Add Counts by Hand from the I Want To
menu.
2. Select the preferred workflow sequence for item entry in After pressing Enter key:
Inventory
209
Select Go to quantity field to enter an item then enter the counted quantity, then another item,
etc.
Select Add item to enter one item after another quickly, each with a quantity of one. The cursor
never moves to the Quantity field with this choice. This might be a good choice if you are scanning each
and every item unit to enter them.
3. Scan or enter an item identifier (UPC, Alternate Lookup, or Item #) and press <Enter>. Audio
and visual warnings are given if an unrecognizable identifier is entered.
The program will search items in the order shown above. The first match to the entry is listed, e.g., if you have
an item with an Alternate Lookup that matches an Item #, an entry matching both will cause the item with the
Alternate Lookup match to be listed.
4. If you selected Go to quantity field in step 2, enter the counted quantity and press <Enter> or
click Add.
5. Repeat Steps 3 and 4 until you are finished entering all the items and their counts.
6. Select Save. The counts entered are transferred to the Physical Inventory window.
7. When all counts have been entered on the Physical Inventory window, review the counts and
then proceed to updating your inventory.

Notes:
You can edit entered counts directly in the Counted column on this window if necessary
Use the Remove Item button at the bottom of the window to remove an item if it was entered in error
Related Topics
Add counts from a scanner
Enter counts of Items with multiple units of measure
Use a Scanner for Physical Inventory
Physical Inventory Overview | Physical Inventory: Basic Steps
Basic
Using the QuickBooks-approved physical inventory scanner is an easy and efficient way to record and update your
physical inventory. With the physical inventory scanner, you can review your inventory counts and resolve errors
before you transfer the counts to your physical inventory. Since the scanner is portable, you can move freely
around your store and scan the bar codes of all your inventory items. This option not only saves you time, but also
helps to reduce inventory errors.
A physical inventory scanner allows you to scan thousands of units in inventory without needing to stop and upload
the data. The scanner connects to your workstation via a USB interface, which makes it very convenient to use.
Using the scanner for a physical inventory includes these basic steps. Select a link for step-by-step instructions:
1. Scan your items and enter counts.
2. Upload the scanned data from your scanner to Point of Sale.
3. Review the retrieved scans.
4. Save the scans to the Physical Inventory window.
5. Update inventory on-hand quantities with your counts.
6. Clear scans from the physical inventory scanner unit, making it ready for the next scanning
session.
You can use the physical inventory scanner in conjunction with manually entered counts. When you update your
physical inventory, the on-hand quantities are adjusted in your inventory for all item counts on the Physical
Inventory , regardless of how they got there.

Note: Two models of physical inventory scanner are supported. While the procedures for using them are the same, you may see
slight differences in menu wording and button colors, names, or locations.
Illustration of the CipherLabs 8000 Scanner
Illustration of the Metrologic SP5500 Optimus Scanner
Printed Documentation
210

Related Topics
Use bar codes in Point of Sale
Install Supported Hardware
Review Counts Before Updating Inventory
Physical Inventory Overview | PI Reports
Basic

It is highly recommended that you review your physical inventory counts before updating a physical inventory. No
mater how you've entered your item counts, they all end up in the item list on the main Physical Inventory window.
From this window, you have several options for reviewing your counts to help determine if investigation or recounts
are necessary before updating your inventory with the counts.

1. Do you need to set all items not counted to zero (0)?
When updating inventory with your counts, only the items with a count entered will be updated. It is important to
enter a zero for items that are out of stock during the count so that your inventory is updated accordingly. You can
enter a zero manually for these items or you can select the checkbox labeled Set all items not counted to zero to
accomplish this in one step.

Do not use this option if you are counting and updating inventory for only a portion of your store (such as for one
department). All items in your inventory that do not have a count entered are set to zero, not just those currently displayed in the
Physical Inventory item list. Always review the results before updating inventory. Clearing the checkbox before updating will
remove the zero counts.


2. Recount items whose quantity may have changed since starting.
While it is not recommended, sometimes a physical is done while your store is open and you continue selling. Or
maybe you have started, saved, and restarted a physical with a period of sales between. Point of Sale will track
and alert you when any transaction (receiving, sale, adjustment, transfer) affects items you have already counted.
This gives you an opportunity to recount the item(s) in question before updating your inventory.




3. Review the physical inventory difference totals.
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211
At the bottom right of the window is a summary of the differences in quantity, price, and cost of the counted items
compared to what was expected. If the numbers are way off what you expected, review the counts in the item list
looking for large discrepancies.
Tip: Filter the item list by Differences Only to quickly find suspect counts.

Update Inventory with Physical Counts
Physical Inventory Overview | Basic steps of a Physical Inventory
Basic
Important: If you haven't already done so, review your item counts before updating inventory.

When all of your counts have been entered and reviewed, use this procedure to update inventory on-hand
quantities to the values you have entered.
1. With the Physical Inventory window displayed, ensure that All Items is selected in the View drop-
down filter list at the top of the window.
Requiring that all items be displayed is a precaution to help make sure you are not updating inventory with
"hidden" entries.
2. Select Apply Changes to Inventory.
A confirmation window is displayed.
3. Select Yes to update inventory quantities.
4. At the prompt, specify if you would like to run one of the physical inventory reports.

Note: Adjustment memo(s) created
Note: Update QuickBooks financial software
Clear the physical inventory scanner's memory (if applicable)
Review or Reverse the Last Physical Inventory
Physical Inventory Overview | Physical Inventory Reports
Basic
Note: Only the last updated physical inventory is saved and can be reversed. Each time you update inventory with count
changes, that update replaces the previous saved physical.

Point of Sale allows you to go back and review the last updated physical inventory. You can print reports and even
reverse the effect the physical had on your inventory.
Access the options for a previous physical from the I Want To menu:
Select Show Previous Physical to display the information from the last physical in the Physical Inventory
window.
Select Show Current Physical to return to the new physical.
Select Run a Report and then select one of the available PI reports with (previous) in it s name.
Select Reverse Previous Physical to "undo" the changes the physical had on your inventory quantities.
This option reverses the quantity memos that were created when the physical was originally updated. If the
previous physical is reversed, the options to access it are removed from the I Want To menu.
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212
Physical Inventory Reports
Basic Steps of a Physical Inventory | Physical Inventory Overview
Basic
Three physical inventory reports can be viewed or printed.
PI Differences Report Includes only those items whose counted quantity was different than the
expected quantity (on-hand quantity from inventory before physical). This report includes a list of items and
differences in quantity, price, and cost.
PI Detail Report Similar to the differences report, but includes all counted items (including those with a
zero entry).
PI Store Count Worksheet This report is intended as a working document on which you record your
item counts while doing a physical inventory. More information.
The PI differences and detail report are also available for the last updated physical inventory as well as the physical
in progress.
To access the PI reports:
With the Physical Inventory window displayed, select a report from the I Want To menu or the Print menu.
Notes:
These reports are available only from the Physical Inventory window. They cannot be accessed from the
Report Center or main Report menu.
Other than customizing the store count worksheet, these reports cannot be filtered, memorized, or added
to the Report Dashboard.
Making Inventory Adjustments
Inventory Adjustments Overview
How do I? | Memo Fields | Making an Adjustment Memo
Access adjustment memos and history
Create an adjustment memo
Temporarily hold a memo
Find a memo
Reverse or correct a memo
Copy a memo
Print a memo

Basic
Adjustment memos are used to make changes to item quantities or costs. The changes tracked are those that
would not otherwise be recorded on another transactional document.
Typical uses for manually-created adjustment memos include:
Adjust quantity for theft and other shrinkage
Adjust quantity for donated items
Remove defective or damaged returned items from inventory
Correct cost or quantity errors in inventory
When you create an adjustment memo, the affected On-hand Quantity or Average Unit Cost fields are
automatically updated in inventory and a permanent record of the change is added to your adjustment and item
history.
Some actions in Point of Sale, such as deleting an item with an on-hand quantity, conducting a physical inventory,
or manually entering or editing an items average cost or on-hand quantity result in program-generated adjustment
memos.
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213
Saved memos are permanently stored in your adjustment history lists. A separate list is maintained for each memo
type, quantity and cost. Memos can be reversed to correct errors, but never deleted.
(Pro w/multiple stores) Item quantities can be adjusted at either Headquarters or remote stores. Headquarters can
adjust quantities for any store, while remote stores can adjust only their own local quantities. Only Headquarters
can create cost memos, although both quantity and cost memos are generated automatically at remote stores for
certain activities.

Note: The ability to see cost fields, including margin and markup and other fields related to cost, can be controlled by security
rights. If you do not have the right to view item costs, the fields will be masked like this "*****". This right affects cost fields in
inventory and on all documents and reports.

Related Topics
Security rights for adjustments
How adjustment memos are sent to QuickBooks
Note: Automatic quantity adjustments at remote stores
Actions that Generate Memos
Adjustments Overview | Inventory Overview
Basic
The actions listed below will result in adjustments to inventory quantities or costs. Certain actions result in program-
generated memos; in these cases you may be prompted for your name and a reason for the adjustment, but the
memo is automatically created. The Source and Type columns refer to the entries automatically recorded in the
corresponding fields in the memo header.

Action Created by Reason Source Type
Manually
creating a
memo
User User-defined or
selected
(damaged,
shrinkage, etc.)
Manual Quantity
or Cost
Reversing a
memo
Point of Sale ManAdj Reverse Quantity
or Cost
Deleting an
item with an
on-hand
quantity
Point of Sale Item Deleted Inventory Quantity
Applying
physical
inventory
changes
Point of Sale Physical Physical
Inventory
Quantity
Manually
entering item
quantity or
cost
Point of Sale ManAdj Manual Quantity
or Cost
Merging
items
Point of Sale MergedItem Manual Quantity
or Cost
Importing
items with
the Data
Import
Wizard
Point of Sale Data Import
or
QBFS Import
Import Quantity
or Cost
Building an
Assembly
(Pro)
Point of Sale CreatAsm Assembly Quantity
or Cost
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214
Breaking an
Assembly
(Pro)
Point of Sale Brk Asm Assembly Quantity
or Cost

Creating an Adjustment Memo: Basic Steps
How do I? | Memo Fields | Adjustments Overview
Access adjustment memos and history
Create an adjustment memo
Temporarily hold a memo
Find a memo
Reverse or correct a memo
Copy a memo
Print a memo

Basic
Note: The ability to see cost fields, including margin and markup and other fields related to cost, can be controlled by security
rights. If you do not have the right to view item costs, the fields will be masked like this "*****". This right affects cost fields in
inventory and on all documents and reports.
To create a memo:
1. From the Inventory menu, select New Quantity Memo or New Cost Memo.
2. Enter information into the appropriate memo fields at the top of the form.
The Reason field must have an entry.
3. List the items to be adjusted, using standard item listing procedures.
2.
Scan the bar code from the item tag
Type an item identifier (UPC, alternate lookup value, or item #) and press <Enter>
Type the first few letters of the item's description (from inventory) or another search keyword.
A drop-down list of all your items is displayed with the closest match highlighted. Select an item
from the list by clicking or touching it (keyboard users, press the down arrow key to scroll, then
<Enter> to select).

If no matching item is found, click the Find icon or press <Enter> to open the Find
Item window, where you can select an item or refine your search. You can also select Add
New to go to inventory to add a new item and immediately sell it.
Choose Select from Item List from the I Want To menu to go to your full item list and select
items.
Learn more about adding items to documents
3.
4. Enter the New Qty or New Cost for the item in either of these ways:
Highlight the item and select Edit Item (<F5>) to open the Item Information window. Enter the
adjusted value and then select OK (<F5>) to close the window, or
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215
Navigate to the respective field in the item list and make changes directly there.
5. Select Save & Print or Save Only.

Notes:
You cannot list non-inventory or service items on a quantity adjustment memo since these items, by
definition, have no on-hand quantity in inventory.
(Pro) Likewise, group items cannot be added to quantity or cost memos, since neither the quantity or the
cost of the group is tracked. You can adjust the cost of the component items included in a group item.
(Pro) If using multiple units of measure, all adjustments are done relative to the base unit of measure.
(Pro w/multiple stores) Headquarters only: If making a memo for a store other than HQ, select the store
from the drop-down list in the Store field.
Notes on the quantity/cost difference Fields
Tip: Changing the quantity of a large number of items or a style

Related Topics
Copying a memo
Canceling or holding a memo in progress
Edit Items Listed on Documents
List Items | Delete Items | Edit Saved Documents

You can edit an item on a transactional document only until the document has been saved. You can edit items on order
documents at any time.
These edits will affect only the listed items on the document; they will not affect the corresponding items in
inventory. The fields that can be edited vary by document, but typically edits are made to:
Change the quantity, price, cost, or give an item discount
Change an items tax code, when special tax handling is needed
Edit the item description; sometimes used on service or non-inventory items
(Pro) Enter item serial numbers
(Pro) Change the sales Associate on a line-item basis for commission tracking
The procedure here is for editing an item on a sales receipt. The general procedure is the same on other
documents, though choices may vary slightly.
To edit a listed item:
1. Highlight the item you wish to edit on the receipt..
If you just listed the item, it is automatically highlighted and this step is not necessary.
2. Make edits as necessary:
Click Qty + and Qty to increase or decrease the item quantity respectively.
Select Return Item to change the quantity to negative (a negative quantity adds the item back to
inventory)
Click Qty/Price/Discount to open a dialog allowing you to edit any or all of these things in a
single window
Click Edit to open the Item Information window to access other editable fields.
Or, make changes directly in the item list. You may have to add columns to the list for this option
to be available.
3. Make other entries on the document as necessary and then take payment and save.

Printed Documentation
216
Related Topics
List and edit a group Item
List an item assembly on a document
List different units of measure on documents
Search for an Adjustment Memo
Sort a List | Filter a List | Adjustment Overview
Basic
Instructions for searching for a memo are given below. You can also locate memos by viewing item history.
(Pro with multiple stores) Remote stores only have access to memos made at the local store, while Headquarters
can find memos made at any store (assuming Store Exchanges have been completed).
To search for an adjustment memo:
1. In the Find Memo field above your adjustment history list, enter a search keyword:
Keyword Notes
Memo #: Enter the memo number
Memo Date: Enter in mm/dd/yyyy or mm/yyyy format, including slashes, Example: 10/05/2005
finds all memos made on October 5; 10/2005 finds all memos made in October
Associate: Enter the Associate login name
Source: Enter keyword matching the entry in the Source field on the memo, e.g. Manual,
Physical Inventory, etc.
Reason: Enter keyword matching the entry in the Reason field on the memo, e.g. Qty Adj,
Cost Adj, Shrinkage, Damaged, etc.
(Pro) Serial #: Enter an item serial number that was recorded on the memo
3. Click Find (magnifying glass icon) or press <Enter>.
All matching memos are listed in the Find window.
4. Confirm and select the correct memo or select from other options:
Highlight a memo and double-click, press <Enter>, or choose Select Memo.
The memo is displayed and all normal options to copy,.reverse, or reprint are available.
OR
Select Advanced Find to narrow your search to a specific field or specify other search criteria
and search again
Select Add New <type> Memo to make a new adjustment
Return to top

Note:
To search for a memos currently on hold, you must first display the held slip list.
Related Topics
Reverse and correct a memo
Customize the columns in the Find window
Reversing and Correcting an Adjustment Memo
Finding a Memo | Adjustments Overview
Basic
Saved memos are permanent records that cannot be deleted. To undo an adjustment, you must create a new
adjustment.
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217
A quick way to accomplish this is to reverse the original memo, which automatically creates another adjustment to
cancel the effect of the original.
To reverse a memo:
1. In your adjustment history list, highlight or display the memo that you want to reverse.
2. Select Reverse from the I Want To menu.
The Reversing Document dialog is displayed.
3. Confirm or enter your name in the Associate field.
4. Select OK.

If necessary, the original memo can then be copied and the copy edited to create a new, corrected memo.

Notes:
Reversing a memo does not alter the original memo; other than marking it as Reversed in its Status field.
Instead, a second memo is created that has the opposite effect on inventory. For example, reversing a
quantity memo that removed three units of an item from inventory will add three units back to inventory.
Reversing a cost memo creates a new memo that reverses the total dollar amount of the original cost
adjustment. It also adjusts the current average unit cost in inventory for each included item.
When completed, the original memo will be marked Reversed in the Status field. The new memo that is
created will be marked Reverse in its Source field and Reversing in the Status field.
If an item listed on a reversed memo has been deleted from inventory, the reversing action adds it back to
inventory. Learn more
If integrated with QuickBooks financial software and if the original memo has already been sent to
QuickBooks, then the reversing memo is also sent as part of the next consolidated inventory adjustment
cancelling the effect of the original. The original financial entries are not edited or removed. If the original
document has not yet been sent, then both are flagged and neither is sent, so there will be no entries made in
your financial software for the transaction.
(Pro w/multiple stores) A remote store can only reverse a memo up until the time it has been sent to
Headquarters. After that time, the memo can still be reversed at Headquarters. In the case of a quantity
memo, a remote store can also create a new memo adjusting the quantity back to the original value to undo
the effects of the original.
Related Topics
Creating a memo manually

219
Sales & Returns
Sales Overview
How do I?
Make a sale
Add items to receipt
Edit receipt items
Add customer to receipt
Change receipt price level
Give discounts
Collect sales tax ..
Take payment...
Sell gift card or certificate
Hold or cancel a receipt
Print gift receipt
Take return or exchange
Pay cash out of drawer
Sales history tasks...
Setup & troubleshoot...
Additional Pro tasks..


Sales and returns/exchanges are recorded on receipts:
Sales receipts record merchandise sales and returns/exchanges.
Payout receipts record money paid out of the cash drawer for various reasons.
(Pro) Deposit receipts record deposits taken on customer orders. Deposit receipts are
discussed in the customer order topics.
Saving a receipt removes the sold items from inventory (or adds them back, in the case of a return) and places the
receipt in your sales history list. Saved receipts are permanent transactional documents that are drawn upon for
reports and can be edited (informational information only) or reversed, but never deleted.
Multi-Store Notes
All basic receipt features are available at all stores. In addition, Headquarters can make receipts to sell or
return merchandise for other stores.
Each store can setup, process, and settle credit/debit card transactions locally. In addition, each store can
set many of its own sales preferences.
Each store maintains its own sales history, which contains all saved receipts made at that store. At
Headquarters, the sales history file also contains all receipts that were made at remote stores and sent to
Headquarters via Store Exchange. This allows Headquarters to run multi-store reports including all company
sales information.
Handling Sales Returns and Exchanges
Merchandise returns and exchanges are recorded on receipts, in the same manner as sales. The returned quantity
is simply entered as a negative number.
Learn more about Returns and Exchanges.

Related Topics
Set sales preferences
Receipt field descriptions
Security rights for receipts
How receipts are transferred to QuickBooks financial software
Make a Sale
How do I? | Store Charges or Credits | Take Payment | Returns
Add items to receipt
Edit receipt items
Add customer to receipt
Sell gift card or certificate
Hold or cancel receipt
Print gift receipt
Printed Documentation
220
Change receipt price level
Give discounts
Sales tax ..
Take payment...
Take return or exchange
Pay cash out of drawer
Sales history tasks...
Setup & troubleshoot...
Additional Pro options...


This topic provides the basic instructions for making a sale. Use the How Do I? and other links on this page for
advanced options and more information.
Click the symbols in this procedure to view detailed instructions.
Only Basic and Pro users can track customers on receipts.
This symbol indicates more information is available. Click to expand the information.

To make a sal e:
1. Select Make a Sale button or the Make a Sale icon within the Navigator.
2. In the Scan or enter item information drop-down box, scan or type item information to search
for the item being sold.
2.
Scan the bar code from the item tag.
Type the item's UPC, Item #, or alternate lookup value and press <Enter> Learn more about
these item identifiers
Search by item name (type beginning characters) or other item keyword. A list of matching
items is displayed. Select an item from the list by clicking it (keyboard users, press the down
arrow key to scroll, then <Enter> to select). The selected item is added with a sales quantity of
1.

If no matching item is found, check your spelling or the identifier you entered.
Entering fewer characters will find more matches.
To see your entire item list, click the icon with no entry in the item search field.
You can scroll through the list looking for the needed item.
Click Sell a Miscellaneous Item or Add a New Item to Inventory.
Learn more about adding items to documents

3.
OR
Click Quick Pick Item to select an item from your pre-defined lists of frequently sold items.
Sales & Returns
221
3. If necessary, click the action buttons below the line item to edit the quantity, price, give item
discounts, etc.
4. Repeat until all items being sold have been listed.
5. (Optional) In the Enter customer name or phone box, type or scan customer information to add
the customer to the receipt.
4.
In the Customer field, begin typing the customer last name (recommended) or other search keyword
(first name, phone number, company name, etc).
As you type, Point of Sale shows a drop-down list of your matching customers, separated into
last name matches and matches using all customer fields. If there are last name matches, they
are displayed first. Click the results line to open all field matches if necessary.

Option: With no entry in the field, click the icon to show your entire customer list. You can
scroll through the list to look for the customer.
Click a name to select it. Keyboard users can use the arrow up/down keys to move through
the list and <Enter> to make a selection.
If the selected customer has an associated discount, price level, or special tax handling, you
are prompted to apply it to the sale.
If the customer isn't found, click the Add New Customer to create a new customer record.
Click the View/Edit button to open the customer record or the Delete button to remove the
customer from the receipt.

Not all customer information is displayed on a receipt. For example, the customer's address, charge
account information, and check acceptance status are not displayed. However, you will be notified if a
credit limit is exceeded, if checks are not accepted, or if a reward is available for the customer.

5.
6. (Optional) To discount the entire sale (called a global discount), select Give Discount from the I
Want To menu. Select or enter a discount percentage or amount in the popup dialog. Global discounts are
shown in the totals area of the receipt.
7. Click the button for the payment type used by the customer (Cash, Credit, Debit, etc.) and enter
the tendered amount and any requested information. If taking payment by more than one payment type,
repeat for each type. Details
Printed Documentation
222
8. Select Print Receipt to record the sale and give the customer a receipt. If change is due the
customer, the change amount is displayed.

Notes:
The Quickbooks Point of Sale Mobile Sync feature gives you the power to make sales and track
your inventory using your mobile phone or tablet. Make sure to sync to your mobile device to take full
advantage of this feature.
In a Pro configuration with multiple stores, Headquarters can make receipts for another store. From the I
Want To menu, select Change Store and specify the store for which you are making the receipt.
Learn more

Related Topics
E-mail receipts to customers
Receipt field descriptions
Customize printed receipts and other documents
Multi-store Sales
Working with Receipt Items
List Items on Documents: Overview
Use Bar Codes | About Item Identifiers | Find an Item

The item list included on documents lists the items to be processed (received, sold, ordered, etc.). This list contains
item details such as the description, price or cost, item discounts, etc.
The default columns included in the item list will vary depending on the document you are completing. Most list
navigation procedures apply, including the ability to customize the columns included in the list.
Which type of document do you need help with?
Sales Receipts or Receiving Vouchers
In the Scan or enter item information drop-down box, scan or type item information to search for the item
being listed (receipt example shown):

Use any of these methods to add items to the document :
Scan the bar code from the item tag.
Type the item's UPC, Item #, or alternate lookup value and press <Enter> Learn more about these
item identifiers
Search by item name (beginning characters) or other item keyword. J ust begin typing the name or
keyword and a list of matching items is displayed. Select an item from the list by clicking it (keyboard
users, press the down arrow key to scroll, then <Enter> to select). The selected item is added to the
document with a quantity of 1.
Sales & Returns
223

If no matching item is found, check your spelling or the identifier you entered. Entering fewer
characters will find more matches.
To see your entire item list, click the icon with no entry in the Add Item field. You can scroll
through the list looking for the needed item.
Click Sell a Miscellaneous Item or Add a New Item to Inventory if needed.
Related Topics
Quick Pick Items


All Other Documents (Purchase Order, Customer Order, Adjustment Memo, Transfer Slip)


With the cursor in the Enter Items field, do one of the following. Each of these procedures, except the last,
adds the item to the document with a quantity of one.
Scan the item bar code; if one unique match is found in your item list, it is instantly listed.
Type the item UPC number, item number or alternate lookup value (collectively called item identifiers)
and press <Enter>; if one unique match is found, it is instantly listed.
Begin typing the item description (based on Description 1 field in inventory); a drop-down list of your
items is displayed with a match highlighted. Select it or another item from the list.
Type an item search keyword or keywords and then choose Find Items to the right of the Enter Items
field. The Find Item window displays all item matches found, select an item or refine your search
keywords and select Find again .until the item is located and listed.
From the I Want To menu, choose Select from Item List (<F4>) to open your item list in a special
selection mode. Locate the item(s) and enter the quantities needed in the Doc Qty column of this screen.
(Pro) To choose style items, display the style grid and enter document quantities in the cells of the grid.
Then choose Select from the bottom toolbar to return them to the document.
Learn More
Searching for an item by keyword
Selecting items from inventory



For general information about listing document items, select a topic:
Scan or enter a UPC, Item #, or Alternate Lookup
Printed Documentation
224
Quick Pick Items (receipt and voucher only)
Using service or non-inventory items
Enter decimal item quantities
Add a new item to inventory while making a document
Handle special orders
List a group item
List an assembly item
List different units of measure
View item quantities at other stores
Editing Listed items:
Edit items
Remove items from a document
Select Items from Inventory
Find an Item | Filter the Item List | Sort the Item List

This topic applies to purchase orders, inventory adjustment memos, and transfer slips only.

You can go directly to inventory to select items to list on a document or for other tasks. Once in inventory, the item
list can be sorted, searched, or filtered to locate the correct item or an item can be added or edited before listing.
To look up and select items in inventory:
1. Choose Select from Item List (<F4>) from the document or task I Want To menu.
This opens your item list in a special selection mode.
2. Locate the items you want to list.
3. Once you have located an item, use one of the following methods to bring it to the document:
To immediately return one item to the document, double-click it. The item is listed with a quantity
of one.
From a document: Enter the quantity of each item to be listed in the Doc Qty column in your
item list. You can also specify the Doc Price (if making a receipt or customer order) or the Doc Cost (if
making a PO, voucher, or cost memo). Navigate through the item list, making entries for all items you
want to list on the document. When finished, choose Select from the bottom toolbar to return selected
items to the document with the specified quantities and prices/costs.

From other tasks: Select the checkboxes to the left of an item to select it. You can also use the
selection options from the I Want To menu to select all, clear all, or select multiple items. When finished,
choose Select from the bottom toolbar to return selected items to the task form or list.

If you need to list a large number of style items, as you might on a PO, voucher, or adjustment
memo, highlight a style item and then, from the I Want To. menu select Edit/Add Style. Enter document
quantities (or select checkboxes for other tasks) directly in the style grid cells corresponding to each style
item. When done, choose Select.
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4. Repeat steps 2-3 to locate and list all the items you need.

Full item editing is possible while in the item selection screen. This feature allows the flexibility to perform tasks,
such as adding items as new merchandise is being ordered, received, or sold.

Tip: Filter your item list to display a single vendor's items
Note: Add a new style while creating a document

Related Topics
Add a new item while creating a document
List items on documents
Inventory overview
Service and Non-Inventory Items
Item Types | Inventory Overview

Either service and non-inventory items can be used to sell or charge for non-merchandise services and fees, such
as for tailoring, repairs, gift-wrapping, recycling fees, and delivery charges. The on-hand quantity of both these item
types is always zero (0).
Non-inventory items are also sometimes used for incidental merchandise items for which you do not wish to track
quantities. Example
Having two item types for these uses allows you to categorize and post the sales to different income accounts in
your QuickBooks financial software and on Point of Sale reports.

To define a service or non-inventory item:
1. Start adding a new item as usual.
2. In the item Type field, select Service or Non-Inventory.
3. Enter information in the other item fields as needed.
Use the Item Name field to record a description of the service or fee, such as Gift Wrap, Repair
Labor, Delivery Charge, Recycling Fee, or Alteration.
Typically, the average unit cost of these items is $0. Exceptions are when you sub-let a service to
an outside company or are purchasing an incidental item, in which case you should enter the unit cost.
Assign a tax code, if applicable.
Use the Unit of Measure field, if applicable, to specify the sales unit, e.g. hour, each, piece, etc.
4. Select Save.

Charge for services by the hour
List service or non-inventory items on documents
Learn more about using service items
Collect Government-mandated fees
Use a service item for shipping charges
Sell or Recharge a Gift Card
Redeem a Gift Card | General Payment Procedure

Gift cards are sold or recharged on sales receipts. Up to three gift cards can be sold on a single receipt. The gift
card item and sales amount are printed on the customer receipt.

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This topic applies to users of the QuickBooks POS Gift Card Service. What if I use another Service?

Note: If you use the Ingenico 2100 or 3070 PIN pads to swipe cards, you must use the alternate procedure for selling gift cards,
or set up a separate card reader for gift card sales.
To sell or recharge a gift card:
1. Start a new receipt with or without other items listed.
2. Swipe the gift card while in the Enter Items field on the receipt. Alternatively, type Gift Card and then
press <Enter> to add a gift card to the receipt item list.
3. In the window displayed, enter the gift card sale amount and swipe the gift card (or manually enter the
card number) and then select OK.
4. Repeat for additional gift cards, up to three on the receipt.
5. Use general payment procedures to accept the amount due or give change until the Payment Complete
message is displayed.
Point of Sale connects to the Gift Card Service and updates the balance for the card(s). Progress and
confirmation messages are displayed.
6. Save/print the receipt.

Notes:
Price (sale amount) is the only editable field when listing a gift card on a receipt as an item. To sell multiple
cards, enter each as a separate item.
If authorization of the gift card fails for some reason, the card is removed from the receipt.
Related Topics
Check a gift card balance
Replace a lost gift card
Correct or clear payments
Gift Card Service overview
Sell a Gift Certificate
Redeem a Gift Certificate | General Payment Procedure

A gift certificate is basically "store money" that can be used to purchase merchandise at a future date. When a
customer buys a gift certificate, there is no net sale. Certificate numbers can be recorded both on the sale and the
redemption for tracking purposes.
To sell a gift certificate:
1. Start a new sales receipt with or without other items listed.
2. In the Scan or enter item information field of the receipt, begin typing Gift Cert... and then click
Gift Certificate in the item list displayed. The Sell Gift Certificate dialog is opened.
3. Enter the amount and certificate number and click OK.
4. Select a payment type.
The total amount due from the customer (any purchases plus the gift certificate amount) is suggested in the
payment dialog.
6. Use the general payment procedures to take payment and give change.
7. Save/print the receipt.

Notes:
Only one gift certificate can be added to a receipt; either a sale or a redemption. You cannot both sell and
accept a gift certificate on the same receipt, or sell multiple certificates on a single receipt.
Related Topics
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Redeem a gift certificate
Correct or clear payments
Learn about gift cards
Give a Discount
Make a Sale

There are several ways to discount a sale. Click the discount type you wish to learn about?
Manual item discount
Manual item discounts are applied to line items and are always given against the active price level.
To manually discount an item on a receipt:
1. Select an item being sold on the receipt and then click the Qty/Price/Discount button.

Click a Quick Discount to apply one of the preset discounts (10%, 15%, etc.)
To discount by a different percentage, enter the percentage discount in the Discount % field.
To discount to a total amount, enter the new amount in either the Unit Price or the Extended
Price fields.
2. Select a Discount Name/Reason if required or desired, from the drop-down list of available
reasons.
3. Select OK to close the dialog return to the receipt.

Optional Method
Navigate to the Price, Discount %, Unit Discount , and Discount Name/Reason fields in
the item list, enter a value, and press <Enter>. You may have to add these columns.
Notes:
When a value is entered in one of the item discount fields, Point of Sale calculates and displays the
other fields.
In general, either the last or largest discount entered will override any previous discount. There is no
"stacking" of item discounts. For example, if you list an item and manually give a 5% item discount, then
list a customer with a defined 10% discount and apply it, the customer discount (10%) will replace the
manually applied item discount.
Any time you manually edit the price of an item on a receipt it is considered a discounteven if you
increase the price, which is counted as a negative discount. This amount will be shown as a discount on
reports (including X/Z-Out reports). In addition, if you share data with QuickBooks financial software, the
amount will be transferred to the QuickBooks account defined in Point of Sale company preferences as
your Merchandise Discount account.
Discount reasons are set up in Price Manager.

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Global discount (to entire sale)
A global discount is applied to the subtotal of the document, rather than to individual items. Global discounts
are not "spread" across the items on the document.
Exception: For tax calculation purposes, global discounts do reduce the individual item prices.
To give a global discount on a receipt:
From the receipt I Want to Menu, click Give Discount. In the Price & Discount dialog, click a preset
discount button, or enter another discount percentage or discount amount and click OK. The discount
amount is carried to the Discount (amount) field in the receipt totals area.


(Pro) To give a global discount on a customer order:
Enter a percentage discount in the Disc % field or an amount discount in the Discount (amount) field
in the document totals area. An entry in either field will cause Point of Sale to automatically calculate and
enter a value for the other field and the document total.

Note: A percentage global discount is calculated on merchandise/service sales only. Sales of gift cards, gift
certificates, and payments on account are not discounted even though they may be reflected in the document
subtotal.

Customer discount
Basic
A customer discount is a specified percentage off defined on the customer's
record and suggested on all sales to the customer. Customer discounts are
given as item discounts against the active price level; they reduce each item on
the sale by the specified percentage.
To apply a customer discount:
Begin a sales receipt and list the customer on the receipt. You are
asked if you want to apply the specified discount to this sale. Answer Yes
or No.
Learn more about defining customer discounts and price levels.
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Pro Note: Customer discounts are also suggested when making a customer order for the customer.

Customer reward
Pro
If a customer has an available reward to redeem, you are alerted when taking payment on a qualifying sale.

The dialog lists available rewards, expiration dates, and the new sale total if a reward is applied. Select a
reward and then click Redeem Now.
Choose Redeem Later to save the reward for a future sale or Close to return to the receipt to make changes.
Learn more about customer rewards

Automatic discounts
Pro
Price Manger can be used to set up automatic discounts for selected items during a defined time period. Point
of Sale then automatically applies the discounts to eligible item sales during the period.
On the sales receipt, discount prices are applied as item discounts

You can give a discount price even if the sale doesn't qualify by selecting the discount name from the drop-
down list in the Discount Name column. You may have to add this column to your receipt form.
Example: Your Seasonal Clearance discount requires the purchase of 10 logo sport shirts. A good customer
purchases 6 of the shirts and you decide to give him the discount even though his quantity doesn't qualify him
for it. In the Discount Name column, select Seasonal Clearance from the drop-down list.
Read the discount priority and conflict topic for information on how Point of Sale handles situations where a
customer or the items being sold qualify for more than one discount.

Coupons
Pro
Redeeming a coupon is as easy as scanning the coupon bar code (or typing the number below the bar code)
into the Enter Items field on a sales receipt or customer order.
The coupon discount will be applied only to qualifying items.
IMPORTANT: List all items to be sold BEFORE scanning the coupon. The discount is applied only to items
already on the receipt when the coupon is scanned.

Read the discount priority and conflict topic for information on how Point of Sale handles situations where a
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customer or the items being sold qualify for more than one discount.


While not considered discounts for reporting purposes, you can also use markdown price levels to give a customer
a different price.
Pro Note: The same discount options (except rewards) apply to customer orders. The procedures for applying discounts on
customer orders is the same, although button names may be slightly different on the customer order forms. Discounts given on a
customer order are automatically carried to the final sales receipt.

Related Topics
Discount priority and conflicts
Discount pricing overview
How are discounts sent to QuickBooks financial software?

Edit Items Listed on Documents
List Items | Delete Items | Edit Saved Documents

You can edit an item on a transactional document only until the document has been saved. You can edit items on order
documents at any time.
These edits will affect only the listed items on the document; they will not affect the corresponding items in
inventory. The fields that can be edited vary by document, but typically edits are made to:
Change the quantity, price, cost, or give an item discount
Change an items tax code, when special tax handling is needed
Edit the item description; sometimes used on service or non-inventory items
(Pro) Enter item serial numbers
(Pro) Change the sales Associate on a line-item basis for commission tracking
The procedure here is for editing an item on a sales receipt. The general procedure is the same on other
documents, though choices may vary slightly.
To edit a listed item:
1. Highlight the item you wish to edit on the receipt..
If you just listed the item, it is automatically highlighted and this step is not necessary.
2. Make edits as necessary:
Click Qty + and Qty to increase or decrease the item quantity respectively.
Select Return Item to change the quantity to negative (a negative quantity adds the item back to
inventory)
Click Qty/Price/Discount to open a dialog allowing you to edit any or all of these things in a
single window
Click Edit to open the Item Information window to access other editable fields.
Or, make changes directly in the item list. You may have to add columns to the list for this option
to be available.
3. Make other entries on the document as necessary and then take payment and save.

Related Topics
List and edit a group Item
List an item assembly on a document
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List different units of measure on documents
Remove Items from a Document
List Items on Documents | Edit Listed Items

Items listed on a transactional document can be deleted at anytime before the document is saved. Items listed on
order documents can be deleted at anytime, since order documents are planning documents that do not affect
inventory.
These procedures only delete the item from the document. They do not affect inventory.
To delete listed items:
Method 1
1. Display the document form.
2. Highlight the item(s) you want to delete.
3. Select Remove This Item in the list or, if you have selected multiple items, select Remove
Selected Items from the I Want To menu.
The item is removed from the list.

Method 2
This method "zeroes out" the item, but leaves it listed on the document.
1. Highlight the item you want to delete on the document.
2. Use the Qty + or Qty buttons to change the quantity to zero.
3. Press <Tab> or navigate out of the field.
List a Group Item on a Document
Group Item Overview | List Items on Documents
Pro
Once defined in inventory, a group item can be listed on any document except adjustment memos, though typically
they are listed on sales receipts and customer orders to sell a collection of items and/or services, optionally at a
discounted price.
To list a group item on a document:
Follow normal item listing procedures, scanning or entering the group item identifier, rather than the
individual item identifiers.
Listing the group item on a document adds all of the items included in the group to the document. This example
shows a group (baseball package) listed on a sales receipt.


Notes:
The group item is at the top of the list in bold type, while the component items are displayed in contrasting
row colors for easy identification.
The quantity of each item in the group and the group price is pulled from inventory. The price of each
component item is proportionally discounted so that the sum of extended item prices equals the group price.
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Editing the quantity of the group proportionally changes the respective quantities of the included items.
Deleting the group item, deletes all component items.
You can edit the individual group items on the receipt in the normal fashion; to change quantity, price, give
additional discounts, etc. Editing a component item does not trigger a recalculation of other items to maintain
the group price.
The printed sales receipt can include the group price only, the individual item prices only (default), or both
group and item prices. Set this preference on the Sales page of company preferences.
You can list additional unrelated items on the same receipt, as necessary.
List an Assembly Item on a Document
Assembly Item Overview | List Items on Documents
Pro
An assembly item is a discrete item that can be listed on documents, such as sales receipts, in the normal manner.
When listing an assembly item:
The assembly item is listed, the individual component items are not
The assembly item price (defined in inventory) and tax code is automatically suggested
Normal item editing procedures are available
If necessary, an assembly item can be "broken" to free the component items for individual sale
Related Topics
Edit listed items
Handle Special Orders
Customer Order Overview
Pro
A special order refers to the tasks related to ordering, receiving and/or selling custom or one-time merchandise that
you do not currently carry in inventory and may never carry.
There are two ways to handle special orders.
Customize an Existing Item With this option you list an existing item on the document and then edit its
descriptive information to reflect customizations to the item. Use this option when you do not want to create a
new inventory item, but do want the document and any other related documents (sales receipt referencing a
customer order, voucher referencing a purchase order, etc.) to reflect your changes. Editing an existing item
on a document does not affect the original items description in inventory.
Even though the document reflects the special order edits you have made when selling, purchasing, or
receiving the item, it is the original item in inventory that is affected as far as on-hand quantity, cost, etc.
View examples
Create a New Special Order Item With this option, a new special order item is created in inventory.
You can list the item on a customer order or receipt, generate a purchase order for it, and receive it on a
voucher. Later, if you decide to carry the new item in inventory, you can convert it to a regular inventory item.
Special order items can only be added while creating a document (customer order, receipt, voucher, or
purchase order).
In a multi-store configuration, the special order item type provides a means for a remote store to create a
customer order or receipt for a new item and generate a PO for it. The special order item is sent to
Headquarters with the first transactional document listing it. Headquarters can review the special order item
and convert it to a regular inventory item, if desired.
How do I create a new special order item?

If creating a customer order, you can generate a purchase order right from the customer order to obtain the item
from your vendor.

Related Topics
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Convert a special order item to an inventory item
Create a customer order
Tips for using sales orders
Add a new item while creating a document
Record Item Serial Numbers
List Items on Documents | Find a Document
Pro
Item serial numbers can be recorded on documents for purposes of warranty tracking or meeting legal
requirements. Once recorded, former documents can be quickly located by searching by serial number.
To record serial numbers:
1. In inventory, specify those items for which you want to record serial numbers by selecting the
checkbox for Use Serial #, located in the Misch and Shipping section of the item record. (Note: For an
existing item, select Edit first.)
2. When listing these items on documents (except purchase orders and cost memos), you will be
prompted to enter a serial number for each unit being processed.

Notes:
The serial numbers entered are saved and printed on documents. Serial numbers listed on a customer
order are carried to the sales receipt when the items are sold, saving you the time of re-entering them.
The recording of serial numbers on documents is optional, even when you have enabled serial number
tracking. To continue creation of a document without entering a serial number, click Cancel from the Enter
Serial Number dialog.
You can record serial numbers even when not prompted. After listing the item, click Edit and make an
entry in the Serial # field.
Point of Sale does not keep track of the serial numbers of items currently in inventory.
If you decrease an item quantity on a document after having entered serial numbers, the previous numbers
are cleared and you are prompted to re-enter numbers for each unit of the revised quantity. This is because
the program has no way of knowing which specific unit(s) you are removing when you adjust quantities
downward.
Locating a Former Document by Serial Number
You can locate a former document by serial number using search. For example, a former receipt for the sale of an
item with serial number 23487497 could quickly be located by entering the serial number in the Quick Find box on
the home page or in the Search field at the top of your Sales History list and.
Take Payment/Gi ve Change
Take Payment and Give Change: General Procedure
Correct or Clear Payments | Open the Cash Drawer

This topic is the general instructions for taking payment and giving change on a sale.
To see instructions for a specific payment type, click a link: credit card, debit/ATM card, check, gift certificate, gift
card, or account charge/store credit.
When you have completed the receipt, the total Amount Due is shown at the bottom of the receipt. To the left of
the amount due are the payment buttons, one for each payment type you accept. In the example shown, Debit is
not an accepted payment type so is grayed out.
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Set sales preferences - Define the accepted payment types, a default payment type, and other sales options.
To take payment and give change:
You can accept the full amount by one payment type or split the payment over multiple types.
1. Click the button for a payment type.
The Amount field for the selected payment type shows the total amount
due, in this case $75.37.
2. Accept or enter the amount tendered by the customer:
If the customer tenders the exact full amount by this payment type, simply click OK.
If customer tenders a different amount, enter the new amount over the old amount. For example,
if the customer gives you $80 cash for this $ 75.37 sale, type 80 over the 75.37. It is not necessary to type
the decimal point and zeroes after the 80.
3. Enter (or scan) any additional information requested for this payment method, such as check number or
credit card information. Follow the instructions in the dialog to complete the payment.
You are returned to the receipt, with the accepted payment type flagged (with a check mark).
4. If there is a remaining balance due, repeat Steps 1-3 for each additional payment
type until the amount tendered meets or exceeds the total amount due.
5. If change is due the customer, it will default to cash change and be displayed in
the Totals area of the receipt.
To give change by a type other than cash, click the appropriate payment button. The
selected payment dialog opens, this time with the change option pre-selected (refund,
credit, sale of gift card, etc.) . Enter any requested information and save.
6. Click Print Receipt and follow the print instructions.
Alternatively, select Save Only to record the sale without printing the receipt.
On applicable sales, the cash drawer opens and the change window is displayed to remind you of the change
amount and type to give the customer.

Tip: Give cash back while ringing up a purchase
Tip: Handle payment by travelers check

Related Topics
Print gift receipts
Make a sale
Take customer order deposits
Specific Payment Methods
Payment Overview | Correct or Clear Payments

Read the following topics for details about processing different payment methods at point of sale.
Payment by cash
Payment by credit card
Payment by debit/ATM card
Payment by check
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Charge to customer account (or apply store credit)
Take a payment on customer account (or give store credit)
Redeem a gift card
Redeem a gift certificate
Tip: Handling payment by travelers check

Related Topics
Merchant Service overview
Gift Card Service overview
Make a sale
Merchandise returns
Sales overview
Take Payment or Give Change by Check
Payment Overview | Correct or Clear Payments
To accept a check as payment:
1. Click the Check button on the receipt. The check dialog is displayed with the balance due in the
Amount field.

2. Ensure that Accept Check is selected and enter the check amount and number.
3. Click Save.
You are returned to the receipt, with the check payment shown in the totals area and the Check button flagged
(with a check mark).
If the check amount was more than the purchase amount, the balance is shown as cash change
to give the customer.
To give change by check:
After taking an overpayment, change is always defaulted to cash on the receipt. Use this procedure to write a store
check to give change instead:
1. Click the Check button.
2. On the Check dialog, ensure that Write Check is selected, and then enter the check amount and
check number.
3. Click Save. The receipt totals area is updated to show the check issued as change.

Tip: Take payment by travelers check

Basic/Pro Notes
Whether or not checks should be accepted from a given customer is recorded in the Accept Checks field
on the customers record. If check is selected as the payment method and the customer's record indicates
that checks should not be accepted, you are alerted.
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An employee with sufficient security rights can override a customers Do not Accept Checks setting and
accept a check anyway. An employee that does not have security rights to do so cannot accept a check as
payment from such a customer, but an employee with override rights can log in over the first employee and
accept the check at their discretion. (Refer to Employees and Security for more information about setting
security rights.)
Related Topics
Open the cash drawer
Other payment methods
Make a sale
Sales overview
Take Payment by Credit Card
Payment Overview | Credit Card Refunds

This topic applies to users of the QuickBooks POS Merchant Service. What if I use another Service?
To take full payment by one credit card: (modifications for splitting payment are covered here)
Note for users of the Ingenico eNcrypt 2100 or 3070 PIN pad
1. Click the Credit payment button.
The Credit payment dialog is opened, with default options:

Charge card as the transaction type
Swipe as the transaction method
The total sales amount pre-filled in the Amount field
2. Swipe the credit card. (recommended)
Or
Select Manual Entry, enter the card information and ZIP code, and optionally the fraud prevention information,
and then select Authorize Now. At the prompt, specify whether the card is present or not.
Or
Select Voice to complete a voice authorization. This is recommended only if your connection to the processor
is down or you are requested to do so.
4. Point of Sale connects to the Merchant Service to obtain authorization.
If all of the following are true, Point of Sale will process the transaction and print the receipt without further
action on your part. This allows you to return to servicing the customer.
The card was swiped (rather than manually entering card information)
The transaction is authorized
You are configured to automatically save/print upon authorization
If any of these are not true, continue with the following steps.
5. You will see one of the following messages:
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Authorized: The charge has been approved. Select OK to close the window.
Declined: The charge was not approved. Select Cancel to return to the payment screen. Ask the customer to
provide a different form of payment, or select Authorize to try again.
Referral: Voice authorization is required. Call the number listed on-screen and give the operator your
Merchant Number. Enter the authorization number the operator gives you in the Voice Auth Number field
and click Authorize Now.
Failed address or card verification check: The address or card verification code entered does not match
the issuers records. Depending on your merchant service preferences, you may be allowed to continue or the
transaction may be automatically voided.
View the Address and Card Verification Results Guide
6. Wait for the receipt to print, if configured to print automatically
Or
Select Save & Print to record and print the receipt.
7. Have the customer sign the merchant copy of the receipt.

Return to top
Notes:
By default, the program is configured to print two copies of credit card receipts one for the customer and
one for the merchant (signature copy). If you are using double-ply paper, you may want to turn off this
preference. Point of Sale is also set by default to pause between printouts so you have time to tear off the
receipts.
Although credit card transactions are authorized immediately, funds are not transferred from the
cardholders account to yours until transactions are settled by running the End of Day procedure.
Related Topics
Specify the credit cards you accept
Cancel or reverse credit card charges
Credit card fraud prevention tips
Hardware requirements for Merchant & Gift Card Services
General credit card guidelines
Merchant Service FAQs
Take Payment by Debit/ATM Card
Payment Overview | Void a Debit Card Payment

This topic applies to users of the QuickBooks POS Merchant Service. What if I use another Service?
To take full payment with one debit card: (modifications for splitting payment are covered here)
Note for users of the Ingenico eNcrypt 2100 or 3070 PIN pad
1. Click Debit as the payment type.
The Debit Card dialog is opened with the full sale amount pre-filled in the Amount field.
3. Swipe or have customer swipe the debit card and, if allowed, select a cash back amount.
4. Click Authorize.
5. Have customer enter their PIN and select OK on the PIN pad.
6. Have customer approve the total transaction amount by selecting OK.
Point of Sale connects to the Merchant Service to obtain authorization.
If both of the following are true, Point of Sale will process the transaction and print the receipt without further
action on your part. This allows you to return to servicing the customer.
The transaction is authorized
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You are configured to automatically save/print upon authorization
If either of these are not true, continue with the following steps.
6. You will see one of the following messages:
Authorized: The debit has been approved. Select OK to close the card dialog.
Declined: The debit was not approved. Select Cancel to close the Debit window and return to the payment
screen. Ask the customer to provide a different form of payment.
7. Wait for the receipt to print, if configured to print automatically
Or
Select Save & Print to complete and print the receipt.
8. If applicable, the change window displays the cash back amount to give the customer. Select OK to close
the window.
Return to top

Related Topics
Connection failed messages
General debit/ATM card guidelines
Hardware requirements for Merchant & Gift Card Services
Configure debit preferences
Merchant Service reports
Merchant Service FAQs
Redeem a Gift Card
Sell a Gift Card | General Payment Procedure

This topic applies to users of the QuickBooks POS Gift Card Service. What if I use another Service?
To redeem a gift card on a purchase:
1. After listing the items being sold, select the Gift payment type and then select Gift Card. The Gift
Card dialog opens.
2. Be sure Redeem Card is selected and enter the amount in the Amount field.
3. Press <Enter>.
4. Swipe the gift card.

Or

Enter the gift card number manually and select Authorize.
Point of Sale connects to the Gift Card Service and checks the balance of the card and a
confirmation message displayed:
If the card balance is equal to or more than the amount due, the payment amount is deducted
from the card balance and payment is complete.
If the card balance is less than the amount due, the card balance is adjusted to zero and the
authorized amount is auto-populated to the Gift Card Redeem field. You will need to take additional
payment by another gift card or any other method for the remaining amount due.
5. Save/print the receipt.


Notes:
Up to three gift cards can be sold/redeemed on a single receipt.
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Related Topics
Check a gift card balance
Replace a lost gift card
Correct or clear payments
Make a sale
Gift Card Service overview
Redeem a Gift Certificate
Sell a Gift Certificate | General Payment Procedure
To redeem a gift certificate on a purchase:
1. After listing the items being sold, select the Gift payment type and then select Gift Certificate.
The Gift Certificate dialog opens.
2. Ensure that Redeem a gift certificate is selected and then enter the certificate amount and
number.
3. Click Save.
4. Take additional payments and/or return change, if necessary.
5. Save/print the receipt.

Related Topics
Correct or clear payments
Learn about gift cards
Charge a Purchase to Customer Account (or Apply a Credit)
Maintain Customer Accounts | Take Payments on Account
Basic
Use this procedure to charge a purchase to a customer's account or to apply a store credit to a sale.
Note: Applying a store credit is essentially the same as charging a purchase on account and the same procedure is used.
To charge a sale to a customers account:
1. List the items and customer on the receipt.
2. Click the Account payment button. The Charge Account dialog is opened with Charge to
account pre-selected and the full sale amount suggested in the Charge Amount field. The customer's
current account balance is displayed for reference.

3. To charge the full amount to the customer's account, just click Save.
To charge other than the full amount, type the new amount and then click Save.
4. If only a portion of the purchase amount was charged, take payment for the remaining balance by
another payment type.
5. Save and print the receipt.

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Notes:
You must enable account charges and assign an account limit on the customer record before the account
charge option is available. If you attempt to enter an account charge on a non-account customer, and you
have security rights to edit account information, Point of Sale will prompt you to enable charges and set a limit
directly from the sales receipt.
The customer's account balance and available credit is immediately updated on the customer's record at
this store.
Point of Sale will block additional charges if insufficient credit is available. The block can be overridden by
an employee with adequate security rights or by using the manager override function.
You can configure Point of Sale to print two copies of account charge receipts one for the customer and
a signature copy for you to keep.
If Point of Sale is integrated with QuickBooks Financial Software the following also apply:
On the next Financial Exchange, the account charge receipt is sent to QuickBooks and posted to the
customers account.
QuickBooks will return the new account balance and any amount past due so that you have an updated
balance and available credit amount to reference on the next sale.
Account statements can be sent to customer's from QuickBooks. Customer payments on account can be
entered in either program and will update the balance in the other with the next Financial Exchange.
Related Topics
Take a payment on account
Make a sale
Correct or clear payments
Correct or Clear Receipt Payments
Take Payments | Sales Overview

If a payment is entered in error, it can be corrected or cleared anytime prior to saving the receipt. See the notes
below this procedure for restrictions and additional information on clearing specific payment types.
To correct or clear receipt payments:
1. Click the payment button for the payment type/change that was entered in error.
2. Click Remove this Payment to remove the amount.
For some payment types, the remove option is labeled Void.
3. Enter new payment amounts/types to complete the sale.
4. Save and/or print normally.

Notes:
If the receipt has already been saved, you cannot remove payment types, you will have to reverse the
receipt and create a new one instead.
If a credit card payment has already been authorized, but the receipt not yet saved, the charge will be
voided and does not appear on the cardholders statement. Enter revised payment information and save/print
normally. Learn more.
Voiding a gift card transaction results in the amount being returned (or subtracted) from the gift card
balance. Point of Sale connects to the service again to adjust the card balance.
Debit payments, if authorized via the QuickBooks POS Merchant Service, have already affected the
customers bank account. Debit payments cannot be refunded to the debit card. Therefore, a debit payment
cannot be deleted from the receipt, nor can the receipt be canceled or voided. The receipt must be finished
as is, or the cashier can manually enter an equal amount by another payment and change method, such as
cash, to balance the receipt and refund the debit amount to the customer.
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Any information related to the deleted payment (e.g., check or gift certificate number) are cleared.
(Pro) If deposits have been used as payment on the sale (as might be the case when selling customer
order items), clearing the deposit will return it to the referenced order.
Related Topics
Specific payment methods
Sales Tax
Sales Tax Overview
How do I? | Tax FAQs
Set up sales tax
Use sales tax codes
Use sales tax locations
Associate a customer with a tax location or as tax-exempt
Applying tax to sales
Collect multi-rate taxes
Collect tax based item price thresholds
Collect tax on shipping amounts
Run sales tax reports
Send tax information to QuickBooks


If you charge sales tax, you can setup a sales tax structure in Point of Sale so that sales taxes are automatically
collected on sales of taxable merchandise or services.
How taxes are applied to sales depend on the tax codes and tax locations you have set up.
Tax codes specify the specific taxing instructions (taxable or not, tax rate, if price-dependent, and other
tax options) and are assigned to your items in inventory. Learn more.
Tax locations allow you to customize the taxing instructions for each of your tax codes based on where
the item is sold or to whom it is sold. Learn More.
A simple tax structure might have just two tax codes, one for taxable merchandise and one for non-taxable
merchandise, in a single tax location with a single tax rate. If you entered a tax rate during the Setup Interview,
such a structure was set up for you, using two default tax codes and one default tax location.
If your tax requirements aren't that simple, you can set up additional tax codes, tax locations, and other options in
company preferences. Point of Sale provides support for the collection of different tax rates based on merchandise
categories, item price thresholds, where an item is sold, to whom it is sold, and collection and reporting for multiple
taxing agencies.
When you make a sale, sales tax is automatically calculated and added to all taxable items according to your tax
setup. Customers can be flagged as tax exempt or assigned to a specific tax location, so that the correct sales tax
is automatically calculated on sales to that customer. You can also change tax codes or locations on individual
sales if needed for special circumstances.
Point of Sale provides sales tax reports to help you make your tax payments to the taxing agency or agencies. If
integrated with QuickBooks financial software, Point of Sale sends sales tax information to QuickBooks along with
other sales information each day. Sales tax reports can be ran in Point of Sale or in your financial software, broken
out by tax codes, tax agency, store, or tax location for any time period.

Return to top
Apply Tax to Sales
Sales Tax Overview | Sales Tax FAQs | Configure Sales Tax

If you are configured to collect sales tax, the tax is automatically calculated and applied to each sale:
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The sales tax locations and sales tax codes you have set up in company preferences
How your tax codes are assigned to inventory items
(Basic) Whether or not the customer has been assigned to a sales tax location or flagged as tax-
exempt, in which case you are prompted to collect (or not collect) tax appropriately
(Pro) If you have multiple stores, the default tax location selected at each store
If necessary, the tax code assigned to an item or the tax location applied to the entire sale can be manually
changed on a sales receipt before saving.
To change the tax code of an item being sold:
1. List the item on the document.
2. Highlight the item and then click Edit.
3. On the Item Properties dialog, select a new tax code from the drop-down list in the Tax Code
field.
4. Click OK.
The item tax amount and the receipt total are recalculated.
To change the tax location for the entire sale:
1. With the receipt displayed, select Change Tax Location from the I Want To menu.
The Change Tax Location window is displayed.
2. Select a new tax location.
3. Choose Select to close the window.
This change can be made before or after items are added to the receipt. If items were previously added, the sales
tax will be recomputed to reflect the new tax location.

Pro Note: The same procedures apply to customer orders. You can also change the tax code directly in the item list on Customer
Orders, if the Tax Code column is displayed.

Related Topics
How do I change the default tax location used for all sales at my store?
How do I collect tax on shipping amounts?
How do I collect tax only when an items unit price exceeds a set threshold?
Company Preferences: Sales Tax
Preference Instructions | Tax Overview | Tax FAQs

Pro Note: If you have multiple stores, sales tax must be set up at Headquarters. Remote stores can select the default tax location
applicable to sales at their store on this page.

Use the procedures below to set up the collection of sales tax in Point of Sale. You can add or edit tax codes or
locations, and set specific taxing instructions for each. We recommend you set up all of the tax codes you will use
in the default tax location first, then add additional tax locations and edit the codes for each as necessary.
From the File menu, select Preferences > Company and then select Sales Tax from the list on the left.
To specify that you collect sales tax:
Select (check) the Collect Sales Tax checkbox. Clear the checkbox if you do not collect sales taxes.
Adding or editing a tax code
If you use multiple tax locations, adding or deleting a tax code in one location adds or deletes that code in all
locations. If the taxing instructions for a code are different in different locations, edit the tax code as appropriate
for each affected location. Editing a tax code in one location does not affect that tax code in other locations.
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To add or edit a tax code:
1. Select Add Tax Code or Edit Tax Code within a tax location. You may have to scroll the
page to view all of your choices.
The Add/Edit Tax Code Wizard is displayed. Select Next or Back to move between pages of the Wizard.
2. Enter or edit the Tax Code (3-character maximum) and Tax Name, specify the tax rate(s),
and set other tax options for this code as appropriate. Select Help (<F1>)on any page for more
information about the settings on that page.
3. When done, select Finish.
4. Specify the default tax code when creating a new department at the bottom of the preference
page.
The taxing instructions of the specified code, as defined for your default tax location (see below), will be
suggested for new departments and to the items in that department.
5. Select Save.
If a tax code is no longer needed, it can be deleted by selecting Remove to the right of the
window.

Adding or editing a tax location
1. Select Add Tax Location or Edit Tax Location, as applicable. You may have to scroll the
page to view all of your choices.
The Tax Location Wizard is displayed.
2. Enter or edit the Tax Location Name.
(Pro) If shipping charges in this location are taxable, select the checkbox for that option and select a tax
code to assign to the shipping charges.
3. Select OK.
4. Add or edit your tax codes for this location, if necessary (see above).
5. Select the default tax location for this store at the bottom of the page.
The taxing instructions of the specified location will be the default for all sales.
6. Select Save.
The first tax location in the list, named Local Sales TAXES, cannot be deleted, but it can renamed or edited to
specify additional taxing instructions. Other tax locations can be deleted by selecting Remove to the right of the
window.

Basic Note: The tax location Exempt is hard-coded and not displayed in your tax preferences. This location is used for
customers you have marked as tax-exempt and has an automatic 0% tax rate for all tax codes. You can filter sales reports by
this hidden tax location.


Related Topics
How do I use tax codes?
How do I use tax locations?
Sales tax Integration with QuickBooks financial software
Sales Tax Codes
How do I? | Tax FAQs | Tax Overview
Set up sales tax
Use sales tax locations
Associate a customer with a tax location or as tax-exempt
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Applying tax to sales
Collect multi-rate taxes
Collect tax based item price thresholds
Collect tax on shipping amounts
Run sales tax reports
Send tax information to QuickBooks


Pro: If you have multiple stores, sales tax codes must be set up at Headquarters.
Sales tax codes identify the specific taxing instructions for sales of the inventory items to which they are assigned.
Once you have defined your tax codes, you assign them to your inventory items so the correct tax is collected. If all
the items in a department are taxed the same, associate a tax code with the department record and all new items
added to the department will automatically be assigned this tax code.
The simplest of tax structures might just include two sales tax codes: taxable and non-taxable. However, you may
need to collect different tax rates for certain items, to tax items differently depending on their price, or collect and
pay taxes to multiple agencies. In these cases, a separate tax code can be defined and then assigned to applicable
items in inventory.

Example: Collecting different tax rates by merchandise category
Example: Single-rate, price-dependent tax codes
Example: Multi-rate tax code, for different agencies and/or price thresholds

Sales tax codes are defined on the Sales Tax page of company preferences.

Using Tax Codes in Conjunction with Tax Locations
Tax locations can be used to have different taxing instructions for sales of the same items depending on the
geographic location (e.g. out of state sales) or to meet special customer tax needs. Learn more.

Notes:
In inventory, assign tax codes to your items based on the class of merchandise they fall in. Select the
correct tax code from the drop-down list in the Tax Code field on the item record.
If you use multiple tax locations, adding or deleting a tax code in one location adds or deletes that code in
all locations. If the taxing instructions for a code are to be different in different locations, edit the tax code as
appropriate for each affected location in company preferences. Editing a tax code in one location does not
affect that tax code in other locations.
If a tax code is no longer needed, it can be deleted. However, be aware that deleting a tax code from one
tax location deletes it from all locations. If the deleted code is assigned to items in inventory, you will have to
reassign those items to another tax code.
When using price thresholds to determine if an item sale is taxable, you can also specify whether tax is
applied to the entire item price, just the amount over the threshold, or just the amount within a price range.
Assign Sales Tax Codes to Items
Sales Tax Overview | Set Up Sales Tax

The tax code assigned to an item determines if and how much sales tax is collected when the item is sold.
By default, all new items added to inventory are assigned a default tax code based on the department to which the
item belongs.
The tax code may be changed for individual items in inventory, as necessary.
To assign an item tax code:
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1. Add a new item or select Edit for an existing item.
2. Navigate to the Tax field in the Basic Info section and select the appropriate tax code from the
drop-down list.
3. Click Save.

Related Topics
Apply Tax to Sales
Collect Tax on Shipping Amounts
Sales Tax Locations
How do I? | Tax FAQs | Tax Overview
Set up sales tax
Use sales tax codes
Use sales tax locations
Associate a customer with a tax location or as tax-exempt
Applying tax to sales
Collect multi-rate taxes
Collect tax based item price thresholds
Collect tax on shipping amounts
Run sales tax reports
Send tax information to QuickBooks


Pro: If you have multiple stores, sales tax locations must be set up at Headquarters. Remote stores can select the default tax
location applicable to sales at their store in company preferences.

Sales tax locations can be used to define different taxing instructions for each of your tax codes to handle sales in
different tax jurisdictions or for customers that qualify for special tax rates.
One default tax location named Local Sales Tax is defined for you; you can rename this location if you want. The
use of additional tax locations is optional.

Sales tax locations are configured on the Sales Tax page of company preferences.

Example: Tax-Free Sales Based on Customer Location
Example: Selling to Customers with Special Tax Handling
Example: Stores in Different Tax J urisdictions

Notes
A second tax location, named Exempt, is hard-coded and not displayed in your sales tax preferences. This
location is used for customers you have marked as tax-exempt and has an automatic 0% tax rate for all tax
codes. You can filter sales reports by this hidden tax location.
If you use multiple tax locations, adding or deleting a tax code in one location adds or deletes that code in
all locations.
If the taxing instructions for a code are different in different locations, edit the tax code as appropriate for
each location. Editing a tax code in one location does not affect that tax code in other locations.
Related Topics
Associating a tax location with a customer
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Changing tax locations at time of sale
Sales Tax: Price-Dependent Taxes
Tax FAQs | Tax Reports | Tax Overview

Point of Sale supports the collection of sales tax based on the item unit price. The price threshold can be set up as
a minimum price, maximum price, or price range that triggers the collection of tax. You can collect tax on the entire
price of the item or just that portion of the price that falls blow, exceeds, or is within the specified price range.
Combined with Point of Sale's multi-rate tax option, you can define a tax code with almost any combination of price
thresholds and tax rates to meet the tax requirements of one or multiple taxing agencies.

Example: Single-rate, price-dependent tax codes
Example: Multi-rate tax code, for different agencies and/or price thresholds

To set up price-dependent taxes:
1. Follow the general instructions for add/edit a tax code in company preferences.
2. On the Tax Options page of the Tax Code wizard, select either Price-dependent single-rate tax
or Multi-tax rate, depending on your needs.
3. Follow the on-screen instructions (select Help if necessary) in the wizard for assistance in setting
up your price thresholds and options.
If tax is collected only on the amount exceeding the price threshold, or within the specified price range, be sure
to select the checkbox indicating such.


Example price-dependent, single-rate tax setup

4. Select Save.
When done configuring your taxes, be sure to assign tax codes to applicable items in inventory.

Notes:
If setting up a multi-rate price-dependent tax code, select the Test button on the last page of the wizard to
verify the taxes collected at various prices.
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If an entire department is subject to the price threshold, assign this tax code as the default department tax
code in the department record. In this way, all new items added to the department are automatically assigned
this tax code.
If you use multiple tax locations, adding a tax code to one location adds it to all of your locations. If the
taxing instructions need to be different for each location, select Edit Tax Code under affected locations and
revise the instructions that apply to that location.
If taxable shipping charges are assigned this tax code, the threshold identified here applies to shipping
amounts as well. If shipping amounts are not subject to a threshold, set up and use a different tax code for
them. See collect tax on shipping amounts for more information.
Related Topics
Use sales tax codes
Use sales tax locations

Sales Tax: Using Multi-Rate Tax Codes
Tax FAQs | Tax Reports | Tax Overview

A Point of Sale tax code can include up to three separate tax rate components, each collecting a portion of the total
tax rate.
This allows you to track taxes payable to different agencies (city, county, and state, for example) and/or to collect
tax for each component based on item unit price thresholds or price ranges.
Your sales tax reports can be set up to sort and subtotal taxes by tax agency or tax components, depending on
how you have to report and pay them.
Examples of multiple tax rate components in a tax code
To set up a multi-rate tax code in Point of Sale, follow the instructions provided here.

Alternative Method of Collecting Taxes for Multiple Agencies
This method requires that you are integrated with QuickBooks financial software. You collect a single combined tax
rate in Point of Sale and use a tax group in your financial software to break out the taxes payable to each agency
on tax reports.
Example: You are required to collect and pay 0.5% sales tax to your city, 1.5% to the county, and 5.25% to the
state.
1. In QuickBooks, set up a sales tax grou